CC MEETING: October 28, 2025
DATE: October 17, 2025
TO: Erin Rinehart, City Manager
FROM: Samantha Dean, Director of Workforce Services
Chrystal Davis, Assistant City Manager
Title
Consider Authorizing The City Manager To Enter Into A Contract With Dayforce Through A Cooperative Purchasing Agreement With Equalis Group In An Amount Not To Exceed $490,604 For The First Year And A Total Not To Exceed Amount Of $1,109,886 For The Three Year Contract.
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BACKGROUND:
In June 2025, the City's payroll process, previously shared between the Finance information system (Infor) and the HRIS (Dayforce), underwent a Managed Competition review. As a result, it was determined that the payroll process and the budgeted personnel should transition fully to Workforce Services and be integrated into Dayforce. This change aims to streamline operations, leverage technology, and enhance the employee experience.
Through this transition, employees will gain 24/7 access to HR and payroll information, which will be especially beneficial for shift-based and public safety staff. Additionally, the City will explore implementing same-day pay as part of this effort.
To fully transition payroll, including time and attendance, into Dayforce, the City will need to purchase additional Dayforce modules. To further enhance the employee and manager experience, the City also plans to purchase the Learning Management module, with implementation targeted for 2026. This addition will support ongoing employee development and training efforts in a centralized, accessible platform.
FINANCIAL IMPLICATIONS:
In the first year of the Dayforce contract, the City will spend $490,604 for the new timekeeping and payroll systems, which includes one-time implementation costs, and in the second year and third year the city will spend $309,641 annually.
The additional costs will be absorbed through the discontinuation of various systems which are currently operating outside of Dayforce. Overall, wit...
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