Raytown aldermen approve ADP human-resources system, $28,613.33 contract

The Raytown Board of Aldermen voted unanimously June 3 to authorize an agreement with ADP for human-resources and information-system software in an amount not to exceed $28,613.33 for fiscal year 2024–25.

Ewane Horard, identified in the meeting as the city’s human resources director, told the board the HR office currently manages onboarding, recruitment and termination records across multiple spreadsheets and cannot run consolidated reports. "We as HR, we don't have a HR database," Horard said. "Right now...we use a lot of spreadsheets for everything for the onboarding, the recruitment. And so it's not very efficient." He said the ADP modules under consideration include onboarding, recruitment and a performance-improvement component that staff called "crucial."

An ADP representative explained the vendor's standard pricing approach and discount structure, saying the city’s discount is locked to the vendor's published "book price" and that typical multi-year increases are in the range of 4–5 percent annually unless negotiated differently. The representative described the per-employee pricing example and how the negotiated discount would apply if the vendor’s list price changes.

Aldermen asked whether the package would be used throughout city departments and whether modules could be expanded later; Horard said the packet in the meeting materials reflected the modules the city planned to purchase now and that the system would centralize HR data. Alderman Garza and others said they supported modernizing HR functions and noted the efficiency gains from moving off spreadsheets.

Alderman Mims moved to approve the expenditure and Alderman Emerson seconded. Miss Henry called the roll and the motion passed; the mayor announced the motion carried.