Exhibit 1 - Agenda Information Sheet
City of Denton
_________________________________________________________________________________
AGENDA INFORMATION SHEET
DEPARTMENT: Procurement
CFO: Cassey Ogden
DATE: October 18, 2022
SUBJECT
Consider adoption of an ordinance of the City of Denton, a Texas home-rule municipal corporation,
authorizing the City Manager to execute a contract with Ceridian HCM, Inc., for Ceridian Check Print &
Image and W-2 Print Services, which is the sole provider of this software, in accordance with Texas Local
Government Code 252.022, which provides that procurement of commodities and services that are available
from one source are exempt from competitive bidding, and if over $50,000, shall be awarded by the
governing body; providing for the expenditure of funds therefor; and providing an effective date (File 7882
– awarded to Ceridian HCM, Inc., for one (1) year, with the option for four (4) additional one (1) year
extensions, in the total five (5) year not-to-exceed amount of $120,000.00).
INFORMATION/BACKGROUND
Ceridian HCM, Inc. is a cloud image solution and online repository that was initially selected back in 2013
for the City of Denton for print check and W2 print services. This hosted website service provides a
paperless delivery of payroll documents to current and past employees and access to historical paystubs and
W-2 documents. The paperless delivery of payroll documents is a benefit to each employee and reduces
payroll and staffing costs. Ceridian also provides direct deposit features and has reduced City printing and
reprinting costs when employees request additional copies of their pay stubs, or when they sign up for
paperless W-2 delivery.
The original implementation took over five (5) months with over 240 hours of labor time to create the
custom integration between the City of Denton’s ERP JD Edwards (JDE) and Ceridian. In 2019, there was
an extensive upgrade to the application which required import file format changes by Ceridian HCM, Inc.
and required a complete re-write of the JDE custom screens and applications to extract the data into the
correct format before payroll submission. Ceridian HCM, Inc. does not allow resellers for negotiated image
rates.
Project Description Estimated 5-Year Expenditure
Ceridian Image & Print Services Year 1 $20,000
Ceridian Image & Print Services Year 2 $20,000
Ceridian Image & Print Services Year 3 $20,000
Ceridian Image & Print Services Year 4 $20,000
City Hall
215 E. McKinney Street
Denton, Texas
www.cityofdenton.com
Ceridian Image & Print Services Year 5 $20,000
Contingency for additional services $20,000
Total 5Yr NTE Amount $120,000
Section 252.022 of the Local Government Code provides that procurement of sole source commodities and
services are exempt from competitive bidding, if over $50,000, shall be awarded by the governing body.
RECOMMENDATION
Award with a contract to Ceridian HCM, Inc. as a sole source supplier, for Ceridian Check Print & Image
and W-2 Print Services, one (1) year, with the option for four (4) additional one (1) year extensions, in the
total five (5) year not-to-exceed amount of $120,000.
PRINCIPAL PLACE OF BUSINESS
Ceridian HCM, Inc.
Honolulu, HI
ESTIMATED SCHEDULE OF PROJECT
This is an initial one (1) year contract with options to extend the contract for four (4) additional one (1) year
periods, with all terms and conditions remaining the same.
FISCAL INFORMATION
These subscription licenses will be funded from Technology Services account 830400.7804. Requisitions
will be entered each fiscal year. The annual budgeted amount for this item is $120,000.
EXHIBITS
Exhibit 1: Agenda Information Sheet
Exhibit 2: Ordinance and Contract
Respectfully submitted:
Lori Hewell, 940-349-7100
Purchasing Manager
For information concerning this acquisition, contact: Leisha Meine, 940-349-7823.
Legal point of contact: Marcella Lunn at 940-349-8333.