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APPROVE A MOTION TO EXECUTE CONTRACT AMENDMENT NO. TWO WITH UKG KRONOS SYSTEMS, LLC (FORMERLY KRONOS INCORPORATED) FOR THE TELESTAFF SCHEDULING SOLUTION
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RECOMMENDATION
It is recommended that the City Council approve a motion to:
1. Authorize the City Manager to execute Contract Amendment No. Two to the UKG Kronos Systems, LLC (formerly Kronos Incorporated) Agreement in an amount not to exceed $28,645.05.
2. Approve findings pursuant to Stockton Municipal Code section 3.68.070 in support of an exception to the competitive bidding process; and
3. Authorize the City Manager to take appropriate and necessary actions to carry out the purpose and intent of this motion.
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Summary
Telestaff is a scheduling platform used by the Stockton Fire Department (SFD). TeleStaff is designed specifically for public safety entities and provides tools to efficiently manage daily scheduling for all personnel assigned to fire suppression duties. SFD seeks Council approval to execute Contract Amendment No. Two of the UKG Kronos Systems, LLC (formerly Kronos Incorporated) Agreement for the continued use of the Telestaff scheduling solution.
DISCUSSION
Background
TeleStaff is a workforce management solution designed for fire departments and emergency service organizations. Its primary function is to optimize scheduling processes, ensuring that staff assignments are efficient and compliant with departmental policies. TeleStaff streamlines scheduling by automating regular duty shift assignments, manages time-off requests, facilitates communication with staff, and offers reporting and analytics tools. TeleStaff is also integrated with Emergency Reporting (electronic patient care reports) and Tablet Command (emergency response management), which enables SFD to populate accurate personnel assignments for each integrated platform during an emergency response.
On December 28, 2020, SFD entered into a two-year cooperative agreement through Omnia Partners for the TeleStaff scheduling platform for an amount not to exceed $52,817.66. This agreement included three (3) one-year renewal options. On January 26, 2023, Contract Amendment No. one (1) was executed, extending the City’s agreement through December 27, 2023, increasing the not to exceed by an additional $27,465.18 for a total not to exceed of $80,282.84.
Present Situation
Specialized scheduling software is crucial for managing SFD’s complex scheduling needs, maintaining compliance, managing resource allocation, and ensuring equitable and transparent scheduling for a fair and balanced distribution of work hours. On October 20, 2023, SFD received a quote for $28,645.05 from UKG Kronos Systems, LLC for continued use of Telestaff through December 27, 2024. This quote represents a 4.3% increase from the previous year. Once approved, there will be one (1) remaining option to renew.
Findings
Pursuant to SMC section 3.68.070, Council may approve findings that support an exception to the competitive bidding process. These findings include:
1. The Stockton Fire Department currently requires specialized scheduling software to manage suppression staff’s complex scheduling needs.
2. UKG Kronos Systems, LLC provides a well-developed scheduling solution that meets the needs of the Stockton Fire Department.
3. Omnia Partners established a Cooperative Purchasing Agreement for Workforce Management Systems and Related Products, Services, and Solutions with UKG Kronos Systems, LLC (formerly Kronos Incorporated).
4. The Cooperative Purchasing Agreement was established pursuant to competitive public solicitation processes.
FINANCIAL SUMMARY
Amendment No. two to this Agreement will not exceed $28,645.05, increasing the total not to exceed to $108,927.89. The Fire Department’s FY2023-24 annual budget includes an allocation for $30,000 for this scheduling software under Fire Administration Computer/Programming Services Account 4010-000-630002-100-000-20-40-000-000-.
Attachment A - Original Agreement
Attachment B - Amendment 1
Attachment C - Amendment 2