Title
Information Technologies Department recommending the Board consider the following:
1) Waive formal bid requirements in accordance with Purchasing Ordinance 3.12.160, exemptions from competitive process, Section D;
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 $170,000 to provide workforce management and telestaff software for the retroactive term of March 18, 2022 through March 17, 2023; and,
4) Approve and authorize the Contract Administrator to sign the Renewal Order Form (Q-98753) 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.
Body
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 also provides a variety of on-demand and custom reports. The Kronos workforce management system meets governing requirements for overtime and FLSA.
The Kronos contract has previously been brought before the Board as a perpetual agreement under FENIX contract #2710. However, it will be treated as a standard agreement going forward to align 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.
On March 15, 2022, Information Technologies (IT) requested and received Board approval for draft contract 6367 with Kronos, Inc. Subsequent to the March 15, 2022 Board Meeting, Kronos requested additional changes to the draft contract. After reviewing the situation with County Counsel, it was determined that in lieu of a contract, a Purchase Order could be issued under the previously approved cooperative purchase agreement with a retroactive service date. There is no change to the service period or NTE from the original contract document, and Kronos is continuing our services and support while Board approval is obtained for 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 time cards.
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
OTHER DEPARTMENT / AGENCY INVOLVEMENT
N/A
CAO RECOMMENDATION / COMMENTS
Approve as recommended.
FINANCIAL IMPACT
There is no impact to Net County Cost. Appropriations are included in the Information Technologies budget for ongoing licensing and support.
CLERK OF THE BOARD FOLLOW UP ACTIONS
N/A
STRATEGIC PLAN COMPONENT
Good Governance
CONTACT
Tonya Digiorno, Director of Information Technologies