Title
Information Technologies and the FENIX Executive Sponsors recommending the Board consider the following:
1) Authorize the County to continue utilizing U.S. Communities Agreement 14-JLR-003 with Kronos, Inc. for the use of its workforce management system;
2) Authorize the Purchasing Agent to extend the blanket purchase order BP20170157 with Kronos, Inc. through March 17, 2018 (the extended term of the U.S. Communities Agreement), and to increase the blanket purchase order for payment of the ongoing monthly service fee of approximately $8,338.50 plus applicable taxes and an additional $5,000 for additional as-requested services that are available under the Agreement, subject to approval by the FENIX Executive Sponsors; and
3) Authorize the Purchasing Agent to further extend and increase the blanket purchase order should the U.S. Communities Agreement be renewed for an additional one (1) year period, provided that funding has been included in the County budget and the extension is authorized by the FENIX Executive Sponsors.
FUNDING: General Fund.
Body
DEPARTMENT RECOMMENDATION
Information Technologies and the FENIX Executive Sponsors recommending the Board consider the following:
1) Authorize the County to continue utilizing U.S. Communities Agreement 14-JLR-003 with Kronos, Inc. for the use of its workforce management system;
2) Authorize the Purchasing Agent to extend the blanket purchase order BP20170157 with Kronos, Inc. through March 17, 2018 (the extended term of the U.S. Communities Agreement), and to increase the blanket purchase order for payment of the ongoing monthly service fee of approximately $8,338.50 plus applicable taxes and an additional $5,000 for additional as-requested services that are available under the Agreement, subject to approval by the FENIX Executive Sponsors; and
3) Authorize the Purchasing Agent to further extend and increase the blanket purchase order should the U.S. Communities Agreement be renewed for an additional one (1) year period, provided that funding has been included in the County budget and the extension is authorized by the FENIX Executive Sponsors.
DISCUSSION / BACKGROUND
On September 20, 2016, the Board authorized the County to utilize U.S. Communities Agreement 14-JLR-003 with Kronos, Inc. to obtain competitive pricing for the use of its workforce management system, and authorized the Purchasing Agent to execute an Agreement with Kronos, Inc. to provide a workforce management system for an initial one (1) year period with a one-time implementation fee of $123,800 and an ongoing monthly service fee of approximately $8,338.50 plus applicable taxes. The initial term of the Agreement has been extended through March 17, 2018 and the FENIX Executive Sponsors are recommending the continued use of the Agreement through the extended period.
The Kronos workforce management system tracks, manages, and controls employee time and attendance. Kronos has real-time red flags to notify managers of information that needs immediate action and on-demand reports. Kronos interfaces with MUNIS (FENIX) payroll and work order modules, improving the employee time entry process. Kronos also interfaces with the Sheriff’s current application, Telestaff, bringing the County onto one time entry system.
The Sheriff’s Telestaff application is currently handled under a separate agreement with Kronos; however, Procurement & Contracts and staff from the Information Technologies Department and Sheriff’s Office will be working with Kronos to determine if it is possible put all services under a single agreement with the County.
ALTERNATIVES
N/A
OTHER DEPARTMENT / AGENCY INVOLVEMENT
Procurement & Contracts
CAO RECOMMENDATION
It is recommended that the Board approve this item.
FINANCIAL IMPACT
There is no change in Net County Cost. Funding for this Agreement is available in the ERP budget. Ongoing costs are identified in the Information Technologies Department budget.
CLERK OF THE BOARD FOLLOW UP ACTIONS
N/A
STRATEGIC PLAN COMPONENT
Infrastructure
CONTACT
Vern Pierson or David Russell