TO: Mayor and Commissioners
FROM: Chief Jeffrey Goldman, Police Department
THROUGH: Chief Neal de Jesus, Interim City Manager
DATE: May 2, 2017
Title
BEST INTEREST RESOLUTION NO. 31-17 FOR WAIVER OF THE CITY CODE OF ORDINANCES, CHAPTER 36, SECTION 36.02 (C)(7) AND AWARD OF AN AGREEMENT TO KRONOS INCORPORATED FOR WORKFORCE MANAGEMENT SOFTWARE AND ON-GOING SUPPORT AND MAINTENANCE IN A NOT-TO-EXCEED AMOUNT OF $87,500
Body
Recommended Action:
Recommendation
Motion to Approve Best Interest Resolution No. 31-17 for waiver of the City Code of Ordinances, Chapter 36, Section 36.02 (C)(7) and to award a one-year agreement with options to renew to Kronos Incorporated for workforce management software and on-going support and maintenance in a not-to-exceed maximum amount of $95,000. This request is to allow and declaring by a four-fifths affirmative vote that use of the sealed competitive method or written quotations method is not in the best interest of the City.
Body
Background:
On March 18, 2014 U.S. Communities issued an agreement to Kronos Incorporated Contract Number 14-JLR-003. The Contract has been renewed through March 17, 2018. The Harford County Public Schools in Massachusetts was the lead agency for U.S. Communities. The City of Delray Beach is currently registered as a Participating Public Agency with the U.S. Communities Governmental Purchasing Alliance which aggregates the purchasing power of more than 90,000 public agencies nationwide through competitively solicited contracts between a supplier and a lead public agency.
The Fire Department has been using Telestaff for several years for their advanced scheduling and time keeping needs. The Telestaff solution not only meets their advanced and complex scheduling needs, but will also work for the Police Department scheduling and time keeping needs. After evaluating several vendors in the Time and Attendance sphere it was clear that competitor’s products could not provide adequate solution to meet the public safety needs in regards to scheduling and time keeping. The City determined that Telestaff is the only product that meets the public safety’s needs considering their extensive presence in the public safety area and the successful experience with utilization at the Fire Department. U.S. Communities contract 14-JLR-003 would be utilized for this purchase, which was issued by Harford County Public Schools, Maryland as a lead agency. The initial contract term was from March 18, 2014 through March 17, 2017. The contract has recently been extended through March 17, 2018.
Support and maintenance cost for Fire for the Telestaff software is about $7,500 with incremental increases annually. With Commission approval of this agreement for the purchase of Telestaff software solution for the Police Department, the current fiscal year not-to-exceed amount with Kronos Incorporated will be $95,000 which includes $87,500 for the purchase and implementation of the software and year one annual maintenance costs.
This recommendation complies with the City Code of Ordinances, Chapter 36, Section 36.02 (C)(11), "Best Interest Acquisitions".
City Attorney Review:
Approved as to form and legal sufficiency.
Finance Department Review:
Finance recommends approval.
Funding Source:
Funding is available from account number 001-2111-521-66.10 (General Fund: Software).
Timing of Request: