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TO: Mayor Richard C. Irvin
FROM: Alisia Lewis, Chief Human Resources Officer
Michael Pegues, Chief Information Officer
Jeff Anderson, Deputy CIO
DATE: 2/7/2022
SUBJECT:
A Resolution to purchase a 3-year subscription of the Appian's Workforce Safety and Readiness (WSR) solution from Allwyn Corporation, Herndon, VA, for $135,809.28 and to amend the 2022 budget by adding $46,800 to line 287-1280-419.45-02.
PURPOSE:
The purchase of the Appian solution will allow for efficient handling of employee-related case management issues by reducing errors, lowering management costs and automating processes.
BACKGROUND:
As the City looks to protect the health of city employees and residents and navigate a changing regulation landscape, the City has begun to track and report on city employee vaccination status, test results and contact tracing. Presently, the Human Resources team is manually tracking the vaccination status and required testing results of employees and reporting this information to department and/or city leadership.
DISCUSSION:
With the large volume of data, urgency of the project and lack of internal comparable systems (i.e. no legacy system/process expertise), city staff worked with Marketplace.city to create a first pass of a best fit solutions.
Initial Screening Criteria:
-- Vendor demonstrated clear capabilities of core services needed (Vaccination status, testing
results, contract tracing, reporting etc.)
-- Vendor had cloud solution and mobile application or mobile optimized site
-- Vendor offered Solution as Service or Used Based Pricing
-- Vendor had clear straightforward pricing that was less than 100K in yearly fees
This criteria resulted in 13 vendors, nine with state and local government experience. After discussion, city staff agreed to demonstrations with 5 vendors. At the completion of the demonstrations, UKG was the slight favorite with an overall score of 6.84 with the Appian solution second at 6.45
After the demonstrations and final questions to the vendors, it was determined that UKG only provided notifications via eMail and did not have an SMS texting capability. SMS texting capability is critical because the City hires many seasonal workers annually who are not provided City of Aurora eMail addresses.
After it was confirmed that the Appian solution did support SMS texting, city staff agreed in a meeting on February 4, to select the Appian solution from Allwyn.
This purchase is an allowable expense based on the America Rescue Plan Funding Program (ARPA). A budget amendment in the amount of $46,800 will be made available in the ARPA Fund in account number 287-1280-419.45-02 to accommodate the purchase.
IMPACT STATEMENT:
Current management of these employee cases is a highly manual process that involves multiple requests from HR staff to complete. The recommended solution will greatly improve the process by allowing employees to enter data directly into the case management system..
RECOMMENDATIONS:
Approve the purchase a 3-year subscription of the Appian's Workforce Safety and Readiness (WSR) solution from Allwyn Corporation, Herndon, VA, for $135,809.28, and to amend the 2022 budget by adding $46,800 to line 287-1280-419.45-02.
cc: Finance Committee
CITY OF AURORA, ILLINOIS
RESOLUTION NO. _________
DATE OF PASSAGE ________________
title
A Resolution to purchase a 3-year subscription of the Appian's Workforce Safety and Readiness (WSR) solution from Allwyn Corporation, Herndon, VA, for $135,809.28 and to amend the 2022 budget by adding $46,800 to line 287-1280-419.45-02.
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WHEREAS, the City of Aurora has a population of more than 25,000 persons and is, therefore, a home rule unit under subsection (a) of Section 6 of Article VII of the Illinois Constitution of 1970; and
WHEREAS, subject to said Section, a home rule unit may exercise any power and perform any function pertaining to its government and affairs for the protection of the public health, safety, morals, and welfare; and
WHEREAS, the City looks to protect the health of city employees and residents and navigate a changing regulation landscape, the City has begun to track and report on city employee vaccination status, test results and contact tracing and;
WHEREAS, the City worked with Marketplace.city and requested qualifications on November 1, 2021 with 27 companies responding; and
WHEREAS, The addition of the Appian platform will greatly improve the efficiency of the special even registration process; and
WHEREAS, the purchase of the Appian platform is eligible to be funded under the America Rescue Plan Act Funding Program (ARPA); and
WHEREAS, the City wishes to add $46,800 to the 2022 budget in line item number 287-1280-419.45-02 to accommodate this purchase as soon as practicable
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Aurora, Illinois, as follows: to purchase a 3-year subscription of the Appian's Workforce Safety and Readiness (WSR) solution from Allwyn Corporation, Herndon, VA, for $135,809.28 and to amend the 2022 budget by adding $46,800 to line 287-1280-419.45-02.