Title
a. Approve and authorize the Contracts/Purchasing Officer or the Contracts/Purchasing Supervisor to execute a Professional Services Agreement containing non-standard language provisions, retroactive to March 7, 2017, by and between County of Monterey and Kronos, Incorporated for usage, troubleshooting and support of a time scheduling system at the Sheriff’s Office in the amount of $103,000; and
b. Authorize the Contracts/Purchasing Officer or the Contracts/Purchasing Supervisor to approve up to three (3) future amendments to the Agreement where the amendment does not significantly change the scope of work, and together do not add more than ten (10) percent ($10,300) for a total contract value of $113,300.
Report
RECOMMENDATION:
It is recommended that the Board of Supervisors:
a. Approve and Authorize the Contracts/Purchasing Officer or the Contracts/Purchasing Supervisor to execute a Professional Services Agreement containing non-standard language provisions, retroactive to March 7, 2017, by and between County of Monterey and Kronos, Incorporated for usage, troubleshooting and support of a time scheduling system at the Sheriff’s Office in the amount of $103,000; and
b. Authorize the Contracts/Purchasing Officer or the Contracts/Purchasing Supervisor to approve up to three (3) future amendments to the Agreement where the amendment does not significantly change the scope of work, and together do not add more than ten (10) percent ($10,300) for a total contract value of $113,300.
SUMMARY:
The Monterey County Sheriff’s Office seeks approval of a software agreement with non-standard language provisions with Kronos, Incorporated, for continued operation and support of its Kronos time scheduling system.
DISCUSSION:
Your Board approved the original Agreement with Kronos, Incorporated in 2012 to secure an enterprise time scheduling system for the Monterey County Sheriff’s Office (MCSO). This contract (A-12184) has outlived its five (5) year life and this contract represents a new agreement with this vendor. The previous agreement was a compilation of sales quotes, and was over 100 pages long, making it rather difficult to review, and parts pertaining to the installation of the equipment were not relevant to the current contract.
The new agreement attached is a negotiated agreement and it took far longer to reach agreement with Kronos than anticipated, hence the request to renew this contract retroactive back to the time the original agreement ended, on March 7, 2017. MCSO, in good faith, began renewal activities in October 2016. As part of this renewal process, Kronos reviewed our usage of the system and suggested an update to one of the modules being used. Addition of that module required further contract negotiations and the vendor agreed to a retroactive contract to allow time to negotiate. The system is not presently interfaced to the County’s General Ledger system, and it appears that this may not be an achievable outcome.
OTHER AGENCY INVOLVEMENT:
County Counsel and the Auditor-Controller have reviewed this document and approved as to legal and fiscal provisions, respectively. Risk Management is unable to sign the contract as it limits Kronos’s liability to the dollar amount paid to them on the contract, like most Information Technology contracts. All services provided under the contract are provided remotely and this vendor does not come on site. The Sheriff respectfully requests approval of the contract as the system is necessary for day to day business operations.
FINANCING:
This contract is a multi-year contract, and the end date is March 6, 2019. The costs were known and included in the FY 2017-18 approved budget. There will be no increase in General Fund contribution resulting from the approval of this contract.
BOARD OF SUPERVISORS STRATEGIC INITIATIVES:
This contract meets the Board’s strategic initiatives by increasing efficiency and accountability in MCSO administrative timekeeping and scheduling operations.
Mark a check to the related Board of Supervisors Strategic Initiatives
___ Economic Development
_X_ Administration
___ Health & Human Services
___ Infrastructure
___ Public Safety
Prepared by: Nina Ryan, Management Analyst II, Extension #3708
Approved by: Steve Bernal, Sheriff/Coroner, Extension #3856
Attachments: New Kronos Contract and Exhibits A, B, C and D