TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: Matt Henry, Chief of Police
PREPARED BY: Jeremy Durrant, Captain - Police
SUBJECT:
title
Approve Agreement with UKG Kronos Systems, LLC to Upgrade the TeleStaff Scheduling Software for both Police and Fire Departments and Migrate to a Cloud-Hosted Environment
end
RECOMMENDATION
recommendation
Approve a three year agreement with UKG Kronos Systems, LLC for a total not to exceed $86,400 to upgrade the TeleStaff scheduling software for both Police and Fire departments and migrate to a cloud-hosted environment.
body
PRIOR ACTION/VOTE
On June 3, 2025, City Council adopted the Fiscal Year 2025/26 and 2026/27 Operating Budget.
On August 15, 2023, City Council approved a three-year agreement with Ultimate Kronos Group for TeleStaff renewal for Police and Fire.
CITY COUNCIL GOAL
Provide a high level of innovative public safety.
BACKGROUND
UKG TeleStaff is the primary public safety scheduling software utilized by both the Police and Fire Departments. The on-premises version of UKG TeleStaff currently being used by the Departments is no longer being updated or supported past the end of calendar 2025, prompting the need to upgrade to a current version that will continue to be supported. Upgrading to UKG TeleStaff Cloud would bring Police and Fire to the software’s most current version and move management of the software to the cloud. By having UKG host this software in the cloud, the Departments can keep pace with future software updates and more easily utilize the vendor’s maintenance and support services. Additionally, moving from on-premises to the cloud will ease the load on the City of Murrieta’s (City) local network infrastructure, offer enhanced security, and improve overall scalability and agility.
UKG TeleStaff currently outputs a report to Central Square’s Finance Enterprise, the software being used by the Finance Department to process employee payroll. Other scheduling software was considered, but none offered the integration that Finance Enterprise needs to continue processing payroll needs. As a result, the Departments will work to rebuild UKG TeleStaff Cloud in such a way as to continue their integration with Finance Enterprise, but at the same time, take advantage of the software’s updated scheduling and staffing features.
The City’s purchasing policy allows for procuring goods and services through cooperative purchasing agreements per Murrieta Municipal Code Section 3.08.295, which states the City “may buy directly from a vendor at a price established by another public agency when the other public agency has made its purchase competitively.” Per that provision, staff is proposing to contract with UKG through the competitively bid contract received by Cobb County in 2019 (Attachments 2 and 3). The vendor will transition Police and Fire’s existing TeleStaff software to TeleStaff Cloud software. The total cost for Police is $20,160/year and Fire is $8,640/year for a total of $86,400 over the life of the three (3) year agreement.
FISCAL IMPACT
The total fiscal impact for this contract is $86,400 for a three (3) year contract ending on June 30, 2028. The proposed FY 2025/26 and 2026/27 operating budget includes funding for this upgrade and migration in the General Ledger account 7268340-62160 for the Police Department portion and 1513520-62160 for the Fire Department portion. The budget for the subsequent fiscal year of the agreement will be included in the routine Biennial Budget process in both IT and Fire Operating Budgets.
ATTACHMENTS
1. Quote for Police Department
2. Quote for Fire Department
3. Agreement with UKG Kronos Systems LLC
4. Omnia Contract #18220
5. Omnia Contract #18220 Amendment #6