REPORT TO THE CITY COUNCIL
FROM: BILLY P. ALCORN, Fire Chief
Fire Department
BRYON HORN, Chief Information Officer
Information Services Department
SUBJECT
Title
Approve the award of a requirements contract to UKG Kronos Systems, LLC, for five years with three optional one-year extensions for the purchase of scheduling software in an amount not to exceed $69,000 for the first year and $50,000 per year for all remaining years (RFP No. 12500698)
Body
RECOMMENDATION
Staff recommends Council approve the award of a requirements contract to UKG Kronos Systems, LLC for five years with three optional one-year extensions for the purchase of scheduling software in an amount not to exceed $69,000 for the first year and $50,000 per year for all remaining years (RFP No. 12500698) and authorize the Fire Chief to sign the contract on behalf of the City.
EXECUTIVE SUMMARY
The Fire Department solicited proposals through the Request for Proposals (RFP) process for scheduling software. The contract awarded will be a requirements contract.
BACKGROUND
The Fire Department operates staffing twenty-four hours per day seven days per week across four battalions and headquarters. A majority of staffing pertains to public safety members following the rules of the department’s Constant Staffing Policy and the Units 05 and 10 Memorandum of Understanding.
The department’s current scheduling software is unable to support automated processing for many of the functions for which the software is used. For this reason, Fire staff spends a significant amount of time manually adjusting items as part of the daily staffing. An example of this is the rule that Unit 05 members may take up to 288 hours of leave with replacement per fiscal year. This is currently tracked manually by payroll staff and enforced manually by the staffing battalion chief. Another example is the rule that no more than five members per rank may be off per day on combined uncovered holiday, compensatory time, and vacation. This is manually counted by the staffing battalion chief prior to approving time off requests.
The Fire Department formed a committee to evaluate the most time-consuming functions of the current scheduling software and issued a Request for Proposals (RFP) through the Purchasing Division to see what other options are on the market. The RFP was published on October 22, 2024, with a closing date of November 19, 2024. A total of seven proposers submitted proposals by the deadline - Hart Halsey LLC, IntelliTime Systems Corporation, Locality Media Inc, Stationwise Inc, TimeClock Plus LLC, UKG Kronos Systems LLC, and Visual Computer Solutions Inc. Demonstrations were scheduled for each of the proposers and provided a list of scenarios based on our staffing rules for each proposer to follow.
As a result of the demonstrations, the committee narrowed the feasible options down to three vendors - Locality Media Inc, Stationwise Inc and UKG Kronos Systems LLC. The remaining vendors were eliminated as feasible due to lack of automation and inability to process a significant number of the scenarios requested in their demonstration.
Of the three programs the committee felt that only UKG Kronos Systems LLC (UKG) was able to show that their system, as is, could provide an increase in automation for our daily staffing functions. In addition, UKG demonstrated an ability for the department to write dynamic rules to help eliminate manual intervention such as the 288 and five members per rank per day rules mentioned above. For these reasons, the committee recommends awarding the requirements contract to UKG Kronos Systems LLC.
ENVIRONMENTAL FINDINGS
By the definition provided in the California Environmental Quality Act (CEQA) Guidelines Section 15378, the award of this contract does not qualify as a “project” as defined by CEQA.
LOCAL PREFERENCE
Local preference was not considered because none of the proposals received were from local businesses as defined in the Fresno Municipal Code.
FISCAL IMPACT
The cost of implementing UKG Kronos Systems LLC is $68,940 for the first year which includes a $22,500 one-time implementation cost. The department intends to pay only the implementation fee in FY 25. We expect to see a savings of $15,552 by prorating the current software for six months versus paying for a full 12 months. The remaining balance of $6,948 will be paid from the department’s general fund budget. The annual fee of $46,440 for year one will be a part of the FY 26 budget request.
Attachments:
RFP Evaluation
Committee Evaluation Report
Sample Service Contract