Human Resources Information System

The Vendor is required to provide retaining qualified and professionally trained human resources information system companies.
- Payroll:
•    City employees are comprised of five different groups; police & fire, teamsters, IBEW, AFSCME officers and employees (O&E) and management. (O&E refers to a pension group made up of all full-time non-uniformed employees). Each group, with the exception of management, is governed by a separate union contract.
•    Currently, time is manually entered into the system. The city is looking to capture all time in some electronic form. However, not all employees have access to a computer (or internet) and are located at various work sites.
•    Two of the city union’s has unique payouts including birthday pay, sick bonus and longevity.
•    Not all the workweeks are consistent. Some unions work Monday through Sunday while others work Saturday through Friday.
•    Reports must be timely and flexible.
•    Our three pension plans also use the same system.
•    The system must not only process actual payroll but deal with submitting monies to third party vendors for employee withholdings (i.e. Liberty mutual, Aflac, etc.)
•    The city currently has approximately 350 employees who are paid bi-weekly.
•    There are approximately 660 pensioners. One plan pays semi-monthly while the other two pay month.
- Time & Labor:
•    Attendance tracking and collection.
•    Scheduling that includes multiple different shifts and hours.
- Human Resources and Benefits:
•    HR: System should function as a complete human resources information system and must be able to track all employment actions in compliance with EEO4/affirmative action reporting requirements as mandated by the Federal government.
•    Benefits: System must allow for employee deductions with the ability to link into online processing of benefits for health, prescription, life, dental and vision carriers.
•    Timely and flexible reporting options in both HR and Benefits.
- Talent:
•    Recruiting and onboarding system for potential and new hires.
•    Learning and performance management system, with headcount planning.
- Additional Integration
•    Automatically calculate retroactive pay for an unlimited number of pay periods
•    Calculate all employer paid benefits
•    Integrate payroll module/system with the HR module/system
•    Provide ongoing analysis per employee to include paid absences in hours and unpaid absences in hours
•    Automatically update longevity based on length of service and start date
•    Have the ability to generate a special/bonus payroll
•    Maintain leave accruals
•    Ability to set-up new payroll codes and deductions
•    Compute complex overtime calculations by department
•    Define user-enforced rules for holidays, vacation, personal days and sick time
•    Ability to impose a fee for garnishments
•    Accommodate pre and post-tax deductions
•    Accommodate garnishments
•    Print third party checks for garnishments and deductions
•    Send garnishments and deductions via direct deposit/wire
•    Track all accrual days by date by employee
•    Send an alert or notification to supervisors when an employee is close to the maximum amount or close to running over accrual balances
•    Prioritize deductions
•    Override deductions
•    Track pay types and generate reports by pay types
•    Ability to create “manual” checks
•    Accommodate direct deposit of pay checks to multiple banks and multiple accounts
•    Provide a proof listing of all payroll calculations before checks are produced
•    Provide a manual and voided check report
•    Print checks on laser printers with digital signatures
•    Automatically clear accruals at the end of the year with the option to override
•    Generate off-cycle payroll runs.

- Contract Period/Term: 2 years
- Questions/Inquires Deadline: January 9, 2026