City recommends cloud timekeeping contract with Andrews Technology/HMS; year‑one cost $87,505
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Summary
Finance Director Karen Scott told the board the city recommends a five-year agreement with Andrews Technology/HMS for a cloud-based time and attendance system (RFP HS25074). Staff negotiated a year‑one implementation and hosting cost of $87,505 plus tax and hardware priced at $2,290 per time clock; the amounts are included in the 2026 budget.
Finance Director Karen Scott presented Resolution R-26-14, asking the board to consider an agreement with Andrews Technology/HMS to provide a cloud-based time and attendance solution that will integrate with the city's ERP conversion. Scott said the city issued RFP HS25074, received two proposals (Andrews Technology/HMS and Time Clock Plus LLC), and that Andrews received the highest rate-and-rank score.
Scott told the board staff negotiated a five-year contract and that the total cost for implementation and the first year of cloud hosting is $87,505 plus applicable taxes; individual time-clock hardware is priced at $2,290 apiece. "Pursuant to this agreement, the total cost of the implementation and first year of the cloud hosting is $87,505 plus applicable tax," Scott said. She added that the amounts are already included in the 2026 budget and that staff will provide documentation on certified partners and the firm's security safeguards during implementation.
Board members asked specific questions about the certified-partner requirement, whether Andrews has multiple certified partners, revenue‑sharing arrangements, and safeguards against system downtime or security incidents that have affected other web-based systems nationally. Scott and staff committed to add partner counts and security details to the packet and to address how the system will handle outages before implementation.
