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 ho...
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