Title
Information Technologies Department recommending the Board:
1) Waive formal bid requirements in accordance with Purchasing Policy 3.4, exemptions from competitive bidding, Section 4 due to a competitively bid cooperative purchasing agreement being utilized;
2) Authorize the use of US Communities Master Agreement 18220 between Kronos Incorporated and Cobb County, Georgia as the lead public agency for the competitively bid services;
3) Approve and authorize the Purchasing Agent to issue a Purchase Order to Kronos, Inc., in the amount of $195,000 to provide workforce management and telestaff software for the term of March 18, 2023, through March 17, 2024; and
4) Approve and authorize the Contract Administrator to sign the Renewal Order Forms (Q-143687 and 6104325) and subsequent quotes for additional services or licenses covered under US Communities Master Agreement 18220 that do not extend the term of the services or exceed the amount of the purchase order.
FUNDING: General Fund.
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DISCUSSION / BACKGROUND
The County first entered into an agreement with Kronos Incorporated in 2016. The Kronos workforce management system tracks, manages, and controls employee time and attendance records countywide. Kronos interfaces with MUNIS (FENIX) payroll and work order modules, improving the employee time entry process. Kronos provides real-time feedback to users and managers for items requiring immediate action and provides a variety of on-demand and custom reports. The Kronos workforce management system meets governing requirements for overtime and FLSA.
The Kronos contract was previously brought before the Board as a perpetual agreement under FENIX contract 2710. However, with the issuance of PO 22001012, the County aligned with the expiration date of Amendment III to the US Communities (OMNIA Partners) Master Agreement 18220. The third amendment to the US Communities agreement went into effect December 15, 2021 and extended the term of the agreement to March 17, 2023. The Master Agreement 18220 has been extended through March 17, 2024, with Amendment 4 between Kronos Incorporated and Cobb County, Georgia as the lead public agency.
The requested approval will authorize the Purchasing Agent to issue a Purchase Order to Kronos Inc. in the amount of $195,000 for the term of March 18, 2023, through March 17, 2024 and authorize the Contract Administrator to sign the Renewal Order Forms (Q-143687 and 6104325) and any subsequent quotes for additional services or licenses covered under US Communities Master Agreement 18220 that do not extend the term of the services or exceed the amount of the purchase order.
ALTERNATIVES
The Board could refuse to approve this item, which would terminate our countywide timekeeping system services and we would need to determine an alternate way to process timecards.
PRIOR BOARD ACTION
16-0843 - Initial implementation of Kronos (V1) and first extension (V2)
20-1260 - Fiscal Year 21/22 Kronos approval through the perpetual contracts process
22-0610 - Board approved renewal term of March 18, 2022, through March 17, 2023, and NTE of $170,000
23-0362 - Going to the Board on March 7, 2023, Increase the amount of PO 22001012 by $5,000.
OTHER DEPARTMENT / AGENCY INVOLVEMENT
Procurement & Contracts. County Counsel and Risk Management have reviewed the agreement.
CAO RECOMMENDATION / COMMENTS
Approve as recommended.
FINANCIAL IMPACT
Appropriations for these services are included in the Information Technologies budget and FY 2023-24 Budget Request.
CLERK OF THE BOARD FOLLOW UP ACTIONS
N/A
STRATEGIC PLAN COMPONENT
Good Governance
CONTACT
Tonya Digiorno, Director of Information Technologies