Title
Ratify and approve for the Contract/Purchasing Officer to sign on the Amendment #3 to the Professional Services Agreement by and between County of Monterey and Kronos, Incorporated for the implementation of a timekeeping and scheduling system to add $89,091 to allow for the following amendments:
a. Ratify and amend the agreement to add three (3) years of software support, retroactive back to January 24, 2015, at a cost of $70,091;
b. Amend to add $9,000 for interface design for data exchange with CGI Advantage;
c. Amend the agreement to add an end date of March 7, 2017 to an evergreen contract; and
d. Amend to add a spare parts and sales tax allowance of $10,000 for an increased contract total of not to exceed $523,591. (REMOVED VIA SUPPLEMENTAL ON JUNE 19, 2015)
Report
RECOMMENDATION:
It is recommended the Board of Supervisors ratify and approve for the Contract/Purchasing Officer to sign on the Amendment #3 to the Professional Services Agreement by and between County of Monterey and Kronos, Incorporated for the implementation of a timekeeping and scheduling system to add $89,091 to allow for the following amendments:
a. Ratify and amend the agreement to add three (3) years of software support, retroactive back to January 24, 2015, at a cost of $70,091;
b. Amend to add $9,000 for interface design for data exchange with CGI Advantage;
c. Amend the agreement to add an end date of March 7, 2017 to an evergreen contract; and
d. Amend to add a spare parts and sales tax allowance of $10,000 for an increased contract total of not to exceed $523,591.
SUMMARY/DISCUSSION:
The Sheriff’s Office contracted with Kronos Incorporated in 2012 to provide an enterprise time keeping system. The contract was subsequently amended in April 2013 to add a project manager at no cost to the County and again in January 2014 for the revision of section 2.4 in the Statement of Work, the purchase of Telestaff Auctions and the increase of 10% of the total contracted amount, which was originally $395,000.
Subsequent to those amendments, the project team has determined that additional amendment to the contract is required in four specific areas:
Software Support: The original contract did not include funding for software support services, although the contract specifically calls for the software support to renew automatically each year. This amendment seeks to ratify the software support agreement back to January 24, 2015 and extends and funds the agreement through March 7, 2017.
Establishment of a Spare Parts/Sales Tax Allowance: The system is now three years old and will start to need maintenance and replacement of parts. This amendment seeks to add $10,000 to pay for replacement parts, and sales tax on those parts.
Increase the interface design portion of the contract: The Sheriff’s Office/Auditor Controller/IT departments are in the process of interfacing the Sheriff’s Office Kronos System to the County’s CGI software. The interface will be the first of its kind in the County when completed. This amendment adds $9,000 to allow for completion of this project.
Establishment of an End Date for Contract: The County is moving away from evergreen agreements and in keeping with this direction; the amendment adds an end date of March 7, 2017 to this contract. The contract can be terminated for convenience at any time by providing thirty (30) days written notice to Kronos, Incorporated.
OTHER AGENCY INVOLVEMENT:
County Counsel, Contracts/ Purchasing and Auditor-Controller have reviewed and approved as to legal and fiscal provisions respectively. The Sheriff’s Office has worked closely with the Auditor Controllers Office and Information Technology to set up the CGI interfaces.
FINANCING:
There is no impact in the General Fund Contribution as a result of this recommendation. The estimated annual contract amount is included in the Sheriff’s Office Fiscal Year 2015-16 Budget.
Prepared by: Hye-Weon Kim, Finance Manager, X3749
Approved by: Galen Bohner, Undersheriff, X3753
Attachments:
Original Agreement Amendments #1 & #2
Standard Agreement Amendment #3