TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: Diego Chavez, Administrative Services Director
PREPARED BY: Diane Kohanyi, Management Analyst - IT
SUBJECT: Ultimate Kronos Group Telestaff Renewal for Police & Fire
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RECOMMENDATION
recommendation
Approve a three-year Agreement with Ultimate Kronos Group for Police and Fire Telestaff,
with a contract amount not-to-exceed $11,904.30 for Fiscal Year 2023/24;
Authorize exemption from the City's bidding requirements; and
Authorize the City Manager to execute the agreement with UKG and all other future documents
and amendments related to this agreement, not to exceed the City Manager's signing authority.
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PRIOR ACTION/VOTE
On June 20, 2023, the City Council approved the use of the previously approved 2016 Agreement with Ultimate Kronos Group and its sole justification for Fire Telestaff (Vote 4-0).
CITY COUNCIL GOAL
Provide a high level of innovative public safety.
BACKGROUND
On April 7, 2005, the City of Murrieta (City) entered into a Software License and Service Agreement with Principal Decision Systems Interntion (PDSI) for the Police and Fire Department's Telestaff automated scheduling solution software. PDSI was acquired by Kronos on October 11, 2011; thus Kronos is the sole provider of the Telestaff software.
In 2016, the City completed a sole source justification to upgrade the software due to it reaching the end of its useful life. It would have been impractical and costly to attempt a shift to a new system that would not provide the same public safety software the City had been using for many years. On April 1, 2020, Kronos and Ultimate Software merged to create Ultimate Kronos Group (UKG). UKG is the sole provider of the TeleStaff software suite.
On June 20, 2023, the City Council approved the use of the previously approved 2016 Agreement with UKG, and its sole source justification for Fire TeleStaff, due to its expiration date of June 30, 2023. The Fire Department's agreement will expire on June 30, 2024. The TeleStaff agreement for Police expires on August 31, 2023.
The Information Technology Division identified that the aggregate amount of the agreements for Fire and Police exceeded the City Manager's approval and recognized that Fire and Police have separate agreements with varying expiration dates with UKG for the same software. The requested action for this report will ensure that both Police and Fire have the same end date of August 31, 2024, allowing for future consistency and management of the agreement
(Attachment 1-3) going forward.
Murrieta Municipal Code Section 3.08.280(I) allows exceptions for the acquisition of information technology software and related services in a competitive process. Staff recommends entering into an agreement using a sole-source justification, as UKG is the sole provider of the TeleStaff software suite. Telestaff software suite is a critical scheduling system for public safety personnel, and it will prevent any disruption in staff scheduling and service.
FISCAL IMPACT
The cost for this service is $11,904.30 for Fiscal Year 2023/24. This item is funded from account code 726830-62160 within the IT Division's Operating Budget. An adequate budget is also included in the Fiscal Year 2024/25 Operating Budget.
ATTACHMENTS
1) Agreement with UKG
2) Fire Quote
3) Police Quote