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HomeMy WebLinkAboutContract 52679-A3 CSC No.52679-A3 THIRD AMENDMENT TO FORT WORTH CITY SECRETARY CONTRACT NO. 52679 This Third Amendment to Fort Worth City Secretary Contract No. 52679 ("First Amendment") is made between the City of Fort Worth ("Fort Worth"), a municipal corporation and ImmixTechnology, Inc ("Vendor"). WHEREAS, Fort Worth and Vendor entered into an Agreement identified as Fort Worth City Secretary Contract No. 52679 beginning August 19, 2019 (the "Agreement"); WHEREAS,the Agreement was first amended on or about April 5,2021 to replace Exhibit A, Section 2.0,Milestone Billing Cycle; WHEREAS, the Agreement was amended on or about May 27, 2021 to include an additional scope of work as described in Exhibit F-1 of the agreement; and WHEREAS, it is the collective desire of both Fort Worth and Vendor to amend the Agreement to include additional purchases at a one-time cost of $740,326.40 and annual maintenance cost of$490,284.60. NOW THEREFORE,known by all these present,Fort Worth and Vendor, acting herein by the through their duly authorized representatives, agree to the following terms, which amend the Agreement as follows: 1. The Agreement is hereby amended by adding Exhibit F-2, attached to this Third Amendment, as Exhibit F-2 of the Agreement to include an additional scope of work at a one-time cost of$740,326.40 and annual maintenance cost of$490,284.60. 2. All other terms, provisions, conditions, covenants and recitals of the Agreement not expressly amended herein shall remain in full force and effect. [Signature Page Follows] OFFICIAL RECORD CITY SECRETARY FT. WORTH, TX Third Amendment to Fort Worth City Secretary Contract No.52679 Page 1 of 2 [Executed effective as of the date signed by the Assistant City Manager below.] / [ACCEPTED AND AGREED:] City: Vendor: By: � By: ��-N�-- Name: Valerie Washington Name: Vaughn Harman Title: Assistant City Manager Title: Sr. Director Date: Sep 29,2021 Date: 9.29.2021 CITY OF FORT WORTH INTERNAL ROUTING PROCESS: Approval Recommended: Contract Compliance Manager: By signing I acknowledge that I am the person responsible for the monitoring and administration of this contract,including ensuring all performance By: �y and reporting requirements. Name: Kevin Gunn Title: IT Solutions,Director 0170d zellmev By: m (Ip 11„ Approved as to Form and Legality: Name: David Zellmer Title: Sr. IT Solutions Manager as FORT as �--- By: / � City Secretary: p9.so ��9�� 'o g�10 Name: Taylor Paris �� ° v o ° 2� Title: Assistant City Attorney 0��° PIP .d By: Name: Ron Gonzales Contract Authorization: Title: Acting City Secretary M&C: 21-0732 9/28/2021 OFFICIAL RECORD CITY SECRETARY FT. WORTH, TX Third Amendment to Fort Worth City Secretary Contract No.52679 Page 2 of 2 Exhibit F-2 immixTechnology, Inc.AV Sales Quotation a subsidiary of t irnmixGroup Kevin Gunn Contract No.: DIR-TSO-4315 City of Fort Worth PH:817-392-2015 CAGE Code: 3CA29 kevin.gunn@fortworthtexas.gov DUNS No.: 09-869-2374 TAX ID#: 54-1912608 Terms: NET 30 FOB: Destination uote Number: QUO-1235339-Q9L4L9 Order Address: uote Date: 8/24/2021 immixTechnology, Inc. xpiration Date: 9/29/2021 8444 Westpark Drive,Suite 200 McLean,VA 22102 PH:703-752-0610 FX:703-752-0611 rmmixTechnology,Inc.Contact: Stutts,Brian 1 770-625-7661 Brian.Stutts@immixgroup.com Manufacturer Quote#: Q-82531 anufacturer Contact: Mackey,Michelle .Manufacturer Ref#: I 515-360-6263 Michelle.Mackey@kronos.com Please reference ImmixTechnology's"QUO"quote number and Government Contract number on any purchase orders issued against this quote. PLEASE DO NOT MAIL PURCHASE ORDERS VIA US POSTAL SERVICE.Please email purchase order to kronos@immixgroup.com. Please include any tax-exempt certificates,where applicable. • The fees for the Applications are invoiced 60 days prior to the Billing Start Date. • Independent of the Billing Start Date set forth herein,Immix will invoice Customer for the Annual in Advance fees listed herein upon processing of purchase order,Such invoice is due and payable in accordance with the payment terms set forth on this quote. The impact of the delayed Billing Start Date set forth herein is that the Annual in Advance invoice will actually cover a period of eighteen(18)months from the execution date of this quote("Initial Coverage Period")(12 months+6 months in delayed billing start date). Upon expiration of the Initial Coverage Period,Customer's contracted PEPM for the SaaS Applications will continue to be invoiced in annual increments subject to the terms of the Agreement. • Initial Term:36 months • Billing Start Date:180 days from award • Billing Frequency: o SaaS Services:Annual in Advance o Bill as You go Services: Monthly as delivered • Renewal Term: 12 months INCLUDED AT NO CHARGE: 8604551-000-UKG DIMENSIONS TELESTAFF INTEGRATION-QTY-3355 9999004-SEV-UKG DIMENSIONS MIGRATION ENTERPRISE-QTY-500 Item Part Number Contract Trans Product Description Qty Price Extended Type Price 1 8604538-000A DIR-TSO-4315 XAAS WORKFORCE DIMENSIONS TIMEKEEPING 39000 $6.4300 $250,770.00 HOURLY-STANDARD LIC,PEPM 3250 LICENSES X 12 MONTHS"TRUSTED PRODUCT" 2 8604541-000A DIR-TSO-4315 XAAS WORKFORCE DIMENSIONS ABSENCE(Inc 39000 $1.6100 $62,790.00 Attendance, Leave and Accruals)-STANDARD LIC, PEPM 3250 LICENSES X 12 MONTHS"TRUSTED PRODUCT** 3 �8604543-OOOA �DIRJSO-4315 XAAS WORKFORCE DIMENSIONS ANALYTICS- 39000 $1.2900 $50,310.00 STANDARD LIC,PEPM 3250 LICENSES X 12 MONTHS"TRUSTED PRODUCT" Group Total: $363,870.00 4 18604956-OOOSAAS2 IDIR-TSO-4315 XAAS WORKFORCE DIMENSIONS MICROSOFT 12 $134.0500 $1,608.60 OUTLOOK PLUGIN 2500-4999-PER MONTH 3250 LICENSES X 12 MONTHS"TRUSTED PRODUCT" Group Total: $1,608.60 All Pricing information is confidential Paae 1 of 2 Quote# QUO-1235339-Q91_41_9 Item Part Number Contract Trans Product Description Qty Price Extended Type Prlce 5 9990119-PRO DIR-TSO-4315 SVC Workforce Dimensions Onboarding Servioes Enterprise 668 $193,0300 $128,944.04 (per hour)"TRUSTED PRODUCT" 6 19990120-CON IDIR-TSO-4315 SVC Workforce Dimensions Advanced Testing Services(per 32 $178,5500 $5,713.60 hour)"*TRUSTED PRODUCT`* Group Total: $134,657.64 7 9990002-EDU DIR-TSO-4315 JSVC Workforce Dimensions User Adoption Services(per 272 $193 0300 $52.504,16 hour)"TRUSTED PRODUCT" Group Total: $52,504.16 8 TRAVEL I OPENMARKET TRAVEL Travel and Living Expenses,Billed as incurred per the 6000 $1,0000 $6,000.00 IM JTR. All Travel receipts must be submitted upon Invoicing."TRUSTED PRODUCT** Group Total: $6,000,00 SERVICES $187,161.80 TRAVEL $6,000.00 ANYTHING AS A SERVICE $365,478.60 Grand Total $558,640.40 Subject to the Terms and Conditions of Contract Number DIR-TSO-4315. Taxes:Sales tax shall be added at the time of an invoice, unless a copy of a valid tax exemption or resale certificate is provided. All Purchase Orders must include: End User Name,Phone Number, Email Address,Purchase Order Number,Government Contract Number or Our Quote Number,Bill-To and Ship-To Address(Cannot ship to a PO Box), Period of Performance(if applicable),and a Signature of a duly Authorized Representative. Open Market items are subject to the attached Terms and Conditions. The identified line items are Trusted Products under the immixGroup Trusted Supplier Program. immixGroup Trusted Supplier Program Policies,Commitments and GuaranteesMarranties can be obtained at: http:/twww.immixgroup.00m/uploaded Files[Trusted-Supplier-Program_Guarantee-and-Warranty.pdf All Pricing information is confidential Paae 2 of 2 Quote f# QUO-1235339-Q9141-9 immixTechnology, Inc. Sales Quotation a subsidiary of V immiXGroup Kevin Gunn Contract No.: DIR-TSO-4315 City of Fort Worth PH:817-392-2015 CAGE Code: 3CA29 kevin.gunn@fortworthtexas.gov DUNS No.: 09-869-2374 TAX ID#: 54-1912608 Terms: NET 30 FOB: Destination ut Number: QUO-1237135-J6J8G0 Order Address: uootee Date: 8/30/2021 immixTechnology,Inc. xpiration Date: 9/29/2021 8444 Westpark Drive,Suite 200 McLean,VA 22102 PH:703-752-0610 FX:703-752-0611 rmixTechnology,Inc.Contact: Witt,Lyn -663-1920 Lyn Wift@immixgroup.com anufacturer Quote#: anufacturer Contact: Kim,Jessie anufacturer Ref#: 442-222-9724 Jessie.Kim Kronos.com PLEASE REFERENCE THIS QUOTE NUMBER ON ALL PURCHASE ORDERS ISSUED AGAINST THIS QUOTE FORT WORTH FIRE-SOLUTION IS-6104761 BILLING START DATE-180 DAYS FROM EXECUTION OF ORDER BILLING FREQUENCY: SAAS LICENSES-ANNUAL IN ADVANCE SERVICES-MONTHLY IN ARREARS,AS DELIVERED INITIAL TERM-36 MONTHS RENEWAL TERM-ONE YEAR For a period of 36 Months from the date of Award,Customer may purchase additional employee capacity for the Applications set forth herein at the following prices: UKG Telestaff Enterprise Bundle v7.4+-$3.04 PEPM INCLUDED AT NO CHARGE: UKG Telestaff Extra Duty Events v7.4+X 3355 PEPM Read-Only ODBC Access to WFC/HR Database-HOSTING-121 X 1 This order is made as part of a Kronos promotion.All pricing is discounted solely in connection with such promotion and will not be applied to future orders. Customer's Software Support and Cloud Hosting services,as applicable,for the existing Workforce Central perpetual licenses shall continue,in accordance with Kronos Support policies,for a period of ninety(90)days from execution of this Order Form,and shall terminate thereafter,unless Customer chooses to reinstate Software Support and Cloud Hosting services,as applicable,at applicable fees. Workforce Central SaaS Monthly Service Fees shall be invoiced at the Billing Frequency indicated on this Order Form,commencing on the Billing Start Date. As of the Billing Start Date,Kronos will credit any pre-paid but unused fees for Software Support and/or Cloud Hosting Services on the perpetual licenses,as applicable.Credits may be applied against any amounts owed to Kronos by Customer until such credit is expended.Customer shall pay for Software Support and Cloud Hosting services fees,as applicable,on the perpetual licenses until the Workforce Central SaaS Billing Start Date. This order is for a coordinated multi-site consolidation.The following customer solutions are impacted: Solution ID—6104761 —Fort Worth Fire—Workforce Telestaff v7.1+-1,105 Solution ID—6151715—The Fort Worth Police Department—Workforce Telestaff v6-2,250 INCORPORATED BY REFERENCE: Statement of Work for CITY OF FORT WORTH Workforce TeleStaff—Consolidate and Migrate to SaaS Independent of the Billing Start Date set forth herein,Kronos will invoice Customer for the Annual in Advance fees listed herein upon execution of this Order Form.Such invoice is due and payable in accordance with the payment terms set forth on this Order Form. The impact of the delayed Billing Start Date set forth herein is that the Annual in Advance invoice will actually cover a period of eighteen(18)months from the execution date of this Order Form("Initial Coverage Period")(12 months+6 months in delayed billing start date).Upon expiration of the Initial Coverage Period,Customer's contracted PEPM for the SaaS Applications will continue to be invoiced in annual increments subject to the terms of the Agreement. Item Part Number Contract Trans Product Description Qty Price Extended Type Price 1 8604488-000- DIR-TSO-4315 XAAS Workforce TeleStaff Enterprise v6/v7.4 BUNDLE 40260 $3.1000 $124,806.00 BUNDLE-SAAS (includes TSG Enterprise,Global Access,Gateway Manager,Institution Focus,and Contact Manager)- per Employee per Month-NOTE:ONLY AVAILABLE TO NET NEW TELESTAFF CUSTOMERS(3355 LICS X 12 MONTHS)"TRUSTED PRODUCT`* All Pricing information is confidential Paae 1 of 2 Quote# QUO-1237135-J6J8G0 Item Part Number Contract Trans Product Description Qty Price Extended Type I Price Group Total: $124,806.00 2 9990057-PRO-PM IDIR-TSO-4315 JSVC I PROFESSIONAL SERVICES—TELESTAFF—Project 40 $180 0o00 $7,200.00 Manager(per hour)"TRUSTED PRODUCT— 3 19990057-PRO-SC IDIR-TSO-4315 JSVC I PROFESSIONAL SERVICES—TELESTAFF— 252 $180.0000 $45,360,00 Solution Consultant(per hour)'*TRUSTED PRODUCT 4 19990079-PRO-TC IDIR-TSO-4,315 JSVC Professional Services-Technical Services TeleStaff 24 $180.0000 $4.320.00 Technical Consultant—TRUSTED PRODUCT** Group Total: $55,880.00 SERVICES $56,680,00 ANYTHING AS A SERVICE $124,806.00 Grand Total $181,686.00 Subject to the Terms and Conditions of Contract Number DIR-TSO-4315. Taxes:Sales tax shall be added at the time of an invoice, unless a copy of a valid tax exemption or resale certificate is provided. All Purchase Orders must include: End User Name,Phone Number, Email Address,Purchase Order Number,Government Contract Number or Our Quote Number,Bill-To and Ship-To Address(Cannot ship to a PO Box), Period of Performance(if applicable),and a Signature of a duly Authorized Representative. The identified line items are Trusted Products under the immixGroup Trusted Supplier Program. immixGroup Trusted Supplier Program Policies,Commitments and Guarantees/Warranties can be obtained at: http://www.immixgroup.com/uploaded Files[Trusted-Supplier-Program_Guarantee-and-Warranty.pdf All Pricing information is confidential Paae 2 of 2 Quote# QUO-1237135-J6J8G0 *V'* I< G Statement of Work for CITY OF FORT WORTH UKG Dimensions Time & Attendance for Fire and Police Sales Executive Michelle Mackey Author Scott Kopco Expiration Date 9/30/2021 Quote Number 2021-68405 Revision# 3 Opportunity ID Opp-373380 Status Approved Customer SID (c)2021, Kronos Incorporated and related companies.All rights reserved. CONFIDENTIAL-Not to be disclosed to third parties without specific written consent from UKG. Overview This Statement of Work ("SOW") provides an overview of the project including scope, approach, and how the project will be managed. To support a successful onboarding to the UKG DimensionsTM platform, the customer will provide the required internal project resources. Customer Goals The City of Fort Worth is seeking to implement UKG Dimensions to improve time and absence calculations and tracking, including integration with PeopleSoft. Project Outcomes • Adherence to policy through automated pay calculations o Visibility to time off balances o Automated time collection o Visibility into labor tracking and accounting o Mitigation of Risk • Automated accrual policies • Efficient and accurate leave management • Empower decision makers with real-time labor analytics Proposed Solution 'Entitlement Project Type Workforce Dimensions Timekeeping Hourly Net New Workforce Dimensions Accruals Net New Workforce Dimensions Leave Net New Workforce Dimensions Analytics Net New Project duration is expected to be 32 working weeks, based upon our experience with our customers and solutions. Depending upon the preparation and engagement of your organization, there may be opportunity to complete the project in a compressed duration. However, if project resources are unprepared or unavailable, the duration of the project may need to be extended, increasing the budget required to successfully complete this scope of work. Requests for additional scope or activities outside of this planned project scope may be accommodated through the change process. In this circumstance, UKG may issue a change order to ensure the appropriate budget is available. UKG will deliver the scope of this project utilizing a blended approach. A blended approach combines onsite and remote resources. V I�� CITY OF FORT WORTH 2 ©2021, Kronos Incorporated Confidential Educational Services Effective training is the key to high user adoption rates. Training that results in self-sufficient administrators, managers, and employees increases the efficiency of use of the Application(s) and Customer's business processes. UKG's training model includes a role-based learning plan. Each role within Customer's organization has a specific set of courses required at specific points in the deployment methodology. Having role-based training classes ensures Customer's team members are trained on the processes they will use in their day-to-day interactions with the system. The timing of this training is key. UKG aims to provide the training with as little time between training delivery date and system usage as possible. This provides for Customer's users to have an opportunity to reinforce the training through real-life application before they begin to lose the skills gained in training. End users (i.e. Managers and Employees) use a train the trainer model for learning. Customer is responsible for train the trainer learning for their managers and employees. Virtual Learning Environment Training UKG shall provide its live, hands-on classroom training, including a comprehensive agenda and facilitation by a trained and knowledgeable instructor, delivered to Customer's personnel via the Internet. Training is intended for the following audiences: • Core Team training to help key functional and technical users make informed solution design and configuration decisions, and to provide fundamental product knowledge. • Application & System Administrator to prepare functional and technical super users to perform their most common tasks in the solution Self-Paced Training UKG shall provide self-paced product training. Note: UKG also offers fee-based consulting services that are not included under the terms of the Training Services referenced above. User Adoption Consulting A critical component of success is dependent on users. A UKG User Adoption Consultant will help empower designated customer resources to support the delivery of change management and user training for managers and employees by providing: • Project Change Readiness findings and recommendations • Change Management Strategy & Blueprints • A structured change management and training framework • Preparing for Change and User Training Workshop • Change Impact Analysis and Day in the Life User Stories • Plans for Sponsorship, Coaching, Communication, Training, and Reinforcement • User Training Toolkit including Task Matrix and Job Aids • Go Kits for launch and release readiness • Consulting to Assist on Change Plan Execution • Lessons learned V I<G CITY OF FORT WORTH 3 ©2021, UKG Incorporated Confidential Project Approach The UKG onboarding process is driven by value and enabling business outcomes. This approach, focused on accelerated time to value uses tools and techniques, such as industry and region-specific configuration, UKG process recommendations, dynamic documentation, and accelerated testing processes. All project information is available online to allow project team members access to project status, contact information, issues log, test case tracking, training plan, etc. at any time. The onboarding process will be completed in three iterative phases: Initiate, Collaborate, and Adopt. Project Leadership UKG will provide guidance through the life cycle of the project and provide best practices to implement the solution. As the main point of contact, the UKG Project Manager will partner with the customer project leadership to develop the project plan to ensure objectives are achieved. The UKG Project Manager will also deliver a collaborative workspace, which will serve as the dashboard for all aspects of the onboarding process. Initiate This first phase of the project lays the foundation for the project. During this phase, the UKG team will work together with the customer team to review goals and success criteria and share project assumptions. Teams will set and understand expectations, share project plans and agree upon the process of working together. The UKG team will gather information and establish baseline configuration according to recommendations by industry and refine to meet customer-specific policy and practice requirements. The UKG Project Manager will also introduce the concepts of change management, testing, and end user education. The Strategic Technical Advisor (STA) functions as the customer's single point of contact for technology related considerations. The STA will engage with the customer's technical teams and UKG Technology Partners to assist with network infrastructure assessment, client access methods such as desktop, mobile, data collection devices and technology partner solutions. Additionally, the STA will advise, mentor and guide clients throughout solution implementation and adoption providing a technical readiness and migration plan, technical guidance and knowledge transfer, and smoke testing of the system before user acceptance testing and go-live. Once these items are complete, the Collaborate phase will begin. Collaborate As the project moves into Collaborate, both teams will partner to create the best solution for the customers' organization. UKG will recommend practices and configuration based on industry and geography and fine tune those recommendations iteratively, to meet customer-specific needs and desired outcomes. This approach helps to define and refine the final solution. During this phase, the UKG team will share the solution in action, which better allows informed decisions about the processes to be instituted. In turn, there is a better understanding of the specific scenarios to include in testing and end user training. As the solution is being finalized, both teams will focus heavily on testing efforts to ensure that the solution is well-prepared for adoption. The project transitions into acceptance testing leveraging the Accelerated Testing Process. UKG will conduct a test case development boot camp with the customer-side team to complete a Traceability Matrix and test cases per design elements available at the time of the boot camp. The customer team will execute these test cases and record the result, reporting successes and issues. To maximize V I<G CITY OF FORT WORTH 4 ©2021, Kronos Incorporated Confidential visibility into acceptance testing progress, the project teams will work collaboratively in the testing workspace which will provide up to date information and metrics on the status of testing. Adopt The final phase is Adopt—when both teams realize the outcomes of the previous phases. It is at this stage that the solution is measured against the goals and objectives this project set out to achieve. Here the goals, success criteria, change management, and risk management efforts culminate as both teams work collaboratively to deploy the solution to end users. UKG will oversee 2 deployment group(s); Fire and Police. After which the UKG project manager will transition the completed scope to UKG Global Support for post-implementation support. Business Process Optimization Assessment The City of Fort Worth has determined that gaps exist in current configuration which is intended to ensure policy accuracy around timekeeping and absence. Delivered as a remote engagement, a UKG Solution Consultant will: • Assess current and desired operational state, working in collaboration with City of Fort Worth subject matter experts (SMEs); • Identify key configuration gaps, challenges, and risks, including: • Payroll calculation and correction processes are manual in many instances • Payroll correction processes are executed outside of PeopleSoft and then `plugged in' to PeopleSoft • Advise with actionable recommendations to optimize the configuration based on proven best practices; and, • Assist in implementing recommended strategies and tactics to meet business goals and objectives. Following configuration gap, challenge, and risk assessment, should additional hours be required to complete all recommendations, or unanticipated complexities arise, the UKG Project Manager will present City of Fort Worth with a Change Order to ensure the appropriate budget is available. V I<G CITY OF FORT WORTH 5 ©2021, Kronos Incorporated Confidential Project Team Responsibilities Customer team participation is key to the success of the project. Early on, it is important to select a well-suited project team. Selecting the right project team and ensuring availability to work with various project team members and end users will ensure project success. In the instance an organization is comprised of multiple businesses and/or locations, it will be important to select team members who are knowledgeable of the policies and practices utilized within each of those groups. The information below will help with planning the team's responsibilities and time commitments. Roles/Responsibility . Subject Technical Sponsor Manager Experts Experts Overall success of the implementation Internal communications to endorse the project and prepare resources/end users for upcoming changes Completion of customer tasks and deliverables Schedules resources, mitigates risks, and works within the project schedule Gathers and defines business rules and policies Attends standard weekly or bi-weekly status meetings Identifies and supplies interface/integration information Attends all defined UKG product training Helps create and execute test plans to ensure a successful implementation Provides network related information, helps configure UKG clocks and any browser settings, if applicable Attends important meetings including milestone meetings and phase reviews Endorses the UKG system to other managers/departments V I<G CITY OF FORT WORTH 6 ©2021, Kronos Incorporated Confidential Project Team Availability The chart below outlines the commitment for each of the customer team resources in the project. Keep in mind that more than one Subject Matter Expert may be needed, or there may be one Expert with experience in multiple areas. Customer resource requirements may need to be scaled based on the size and complexity of the project. There may also be occasion throughout the project to engage Subject Matter Experts from select businesses/locations as determined by the customer, as a supplement to the project team. A - Smart Value Fast Estimated Days Required Executive >1 day >.5 day .5 day Sponsor Project Manager 3+ days 3+ days 3+ days Subject Matter 1.5 - 2 days 3+ days 3+ days Expert1 Subject Matter 1.5 - 2 days 3+ days 3+ days Expert2 Technical Expert > .5 day > .5 day 1 day V I�� CITY OF FORT WORTH 7 ©2021, Kronos Incorporated Confidential Solution Assumptions Workforce Dimensions • 2 tenants included in this deployment • The Authentication method will be Single Sign On • 2 Collective Bargaining Agreement(s) • Number of Solution Development Workshops • 2 Business Structure • 2 Timekeeping Salaried • 2 Timekeeping Hourly • 2 Accruals • 2 Leave Workforce Dimensions Timekeeping Hourly • Number of Employee Groups (A group of employees who are governed by a set of similar workforce management policy rules.) • 4 for Timekeeping Hourly • 2 for Timekeeping Salaried • Standard attestation workflows Workforce Dimensions Accruals • Becomes the system of record for accruals • 10 Accrual policies Workforce Dimensions Leave • 2 Leave Pay Group(s) included • 1 State Leave Group(s) included Workforce Dimensions Analytics • Deployment of industry best practice data views leveraging standard KPIs available in UKG Dimensions Analytics • Pay code analysis and mapping to KPI requirements UKG Integration Services UKG will deliver the following integrations using the Dell BoomiT%l Workforce Dimensions Integration Platform. All integrations listed in this section are assumed to be low to medium complexity. Interfaces are scheduled via Workforce Dimensions and transferred to the Workforce Dimensions secure FTP (SFTP) environment. • Business Data Automation: UKG provides the ability to keep your Workforce Management systems' business structure refreshed as your business organization changes to support new business goals, reorganizations, new locations, acquisitions, divestures, etc. Business Data Automation includes recurring and fully automated integrations to help eliminate costly and time- consuming manual entries. Integration includes automation of: • Labor Categories • Labor Category Lists • Labor Category Profiles • Organizational Sets • Employee Groups • Business Structure • Employee Data V I<G CITY OF FORT WORTH g ©2021, Kronos Incorporated Confidential Product Link Standard Integration Integrations listed in this section are considered core product and to satisfy predefined use-cases or UKG to UKG productized integration. • UKG Dimensions/TeleStaff Link* *Workforce Telestaff must be upgraded to v7.x in the UKG Cloud in a single instance for Police and Fire (Services offered under separate SOW) Flat-File Integration Templates Integrations listed in this section are delivered via encrypted flat-file via UKG Secure FTP site and process as a scheduled event. • 1 Payroll Export • 1 Accrual Balance Export Technology Partners Integrations UKG Dimensions partners provide innovative solutions that extend your workforce management capabilities in new and unique ways. The following solutions are provided as part of this delivery. Please note: hosting of these solutions is available via Kronos Hosting or on customer's cloud. • Microsoft Outlook Office 365 Integration (UKG Hosted only) Services Investment Summary This budget estimate represents a time and materials engagement. Travel expenses are not included and will be invoiced separately as incurred. • Professional Services $234,657.64 Educational Services (User Adoption) $52,504.16 Services Subtotal $287,161.80 Migration Promotion* -$100,000.00 Services Final Total $187,161.80 *Promotion Expires 09/30/2021 V KG CITY OF FORT WORTH 9 © 2021, Kronos Incorporated Confidential Signatures and Approvals SUBMITTED AND APPROVED BY UKG REPRESENTATIVE By: Date: Title: This Statement of Work is subject to the CITY OF FORT WORTH's Workforce Dimensions agreement with UKG governing Professional and Education Services. By signing below, the authorized CITY OF FORT WORTH's representative agrees to purchase the services described herein. ACCEPTED AND AGREED CITY OF FORT WORTH ai -� Sep 29, 2021 By: Jesus J.Chapa( 9, 2111:11CDT) Date: Title: Assistant City Manager CITY OF FORT WORTH may make necessary copies of this document for the sole purpose of facilitating internal evaluation and/or execution of proposed project. Otherwise, the document or any part thereof may not be reproduced in any form without the written permission of UKG Incorporated. All rights reserved. Copyright 2021. V I<G CITY OF FORT WORTH 10 ©2021, Kronos Incorporated Confidential *V'* I< G Statement of Work for CITY OF FORT WORTH Workforce TeleStaff — Consolidate and Migrate to SaaS Sales Executive Michelle Mackey Author Scott Kopco Expiration Date 9/30/2021 Quote Number 2021-67314 Revision# 1 Opportunity ID Opp-403095 Status Approved Customer SID (c)2021, Kronos Incorporated and related companies.All rights reserved. CONFIDENTIAL-Not to be disclosed to third parties without specific written consent from Kronos. Overview This Statement of Work ("SOW') provides an overview of the project including scope, approach, costs, and how the project will be managed. To support a successful onboarding to the Workforce DimensionsTM platform, the customer will provide the required internal project resources. Customer Goals The City of Forth Worth is currently utilizing two separate on-premise instances of Workforce TeleStaff; one for the Police Department and one for the Fire Department. To fully integrate with Workforce Dimensions, these instances must be upgraded to the latest version and consolidated into a single instance in the Kronos Private Cloud. Project Outcomes • Rule based schedule generation o Data segmentation for distinct departments o Seamless exchange of data between solutions o Policy-driven shift offers and notifications o Empowerment through scheduling self-service • Maximize automation of bidding processes Proposed Solution 'Entitlement Project Type Workforce TeleStaff Enterprise Upgrade Workforce TeleStaff Institution Focus Net New Workforce TeleStaff Gateway Manager Upgrade Workforce TeleStaff Contact Manager Upgrade Workforce TeleStaff Global Access Upgrade Workforce TeleStaff Bidding Upgrade Workforce Extra Duty Events Net New Project duration is expected to be 26 working weeks, based upon our experience with our customers and solutions. Depending upon the preparation and engagement of your organization, there may be opportunity to complete the project in a compressed duration. However, if project resources are unprepared or unavailable, the duration of the project may need to be extended, increasing the budget required to successfully complete this scope of work. Requests for additional scope or activities outside of this planned project scope may be accommodated through the change process. In this circumstance, Kronos may issue a change order to ensure the appropriate budget is available. Kronos will deliver the scope of this project utilizing a remote approach. V I<G CITY OF FORT WORTH 2 ©2021, Kronos Incorporated Confidential Solution Overview Workforce TeleStaff Enterprise • Installation of(1) PROD and (1) DEV environment • Combine Fire and PD databases into one v7 Forth Worth database and turn on Institution Focus in the Kronos Cloud • Standardized WFTS-WFD integration design mapping for two institutions • Optimize WFTS Design to leverage WFD-WFTS Integration best practices • System Overview of Workforce TeleStaff version 7 • The Authentication method will be Single Sign On • Kronos Solution Consultant to configure extra duty event management and assist with testing the solution • No Custom reports • Testing Support for two Institutions • Post Go Live Support for 2 pay periods Project Assumptions • A new Production and Development cloud environment will be provisioned to support TeleStaff version 7.X • Existing configuration in use today will be recreated into a new database to replicate the existing, working solution. Customer will gather data and conduct data entry as outlined in the agreed upon project plan. The existing production databases may be archived by the customer to maintain historical data. Only the historical data necessary to ensure the staffing rules are correct will be imported into the new database. Past Profiles and Assignments will remain in the archived database. Services Investment Summary This SOW represents a time and materials engagement. Travel expenses are not included and will be invoiced separately as incurred. • Professional Services $56,880.00 $56,880.00 V I<G CITY OF FORT WORTH 3 ©2021, Kronos Incorporated Confidential Signatures and Approvals SUBMITTED AND APPROVED BY KRONOS REPRESENTATIVE By: Date: Title: This Statement of Work is subject to the CITY OF FORT WORTH's Workforce Dimensions agreement with Kronos governing Professional and Education Services. By signing below, the authorized CITY OF FORT WORTH's representative agrees to purchase the services described herein. ACCEPTED AND AGREED CITY OF FORT WORTH By: --.Chapa( 9, 2111:11CDTj Date:By: 29, 2021 Title: Assistant City Manager CITY OF FORT WORTH may make necessary copies of this document for the sole purpose of facilitating internal evaluation and/or execution of proposed project. Otherwise, the document or any part thereof may not be reproduced in any form without the written permission of Kronos Incorporated. All rights reserved. Copyright 2021. V I<G CITY OF FORT WORTH 4 ©2021, Kronos Incorporated Confidential City of Fort Worth, Texas Mayor and Council Communication DATE: 09/28/21 M&C FILE NUMBER: M&C 21-0732 LOG NAME: 13P IMMIXTECHNOLOGY UKG SOFTWARE MG SUBJECT (ALL)Authorize an Amendment to the Purchase Agreement with ImmixTechnology Inc. Using Cooperative Contract DIR-TSO-4315 To Both Purchase and Implement UKG Software Workforce Dimensions and to Consolidate UKG Software Telestaff Enterprises for an Amount of $740,326.40 and with the Annual Licensing and Maintenance Cost of$490,284.60, and the Right to Renew for Two Years for the Same Annual Amount, for a Public Safety Payroll Solution for the Police and Fire Department RECOMMENDATION: It is recommended that the City Council authorize an amendment to the purchase agreement with ImmixTechnology Inc. using cooperative contract DIR-TSO-4315 to both purchase and implement UKG software Workforce Dimensions and to consolidate UKG software Telestaff Enterprises for an amount of$740,326.40 and with the annual licensing and maintenance cost of$490,284.60, and the right to renew for two years for the same annual amount, for the Police and Fire Department DISCUSSION: The purpose of this Mayor and Council Communication(M&C) is to approve the technology elements of a proposed public safety payroll solution. On August 3, 2021, Informal Report(IR)21-10625 was presented to City Council regarding the challenges of an accurate payroll for Police and Fire due to a variety of reasons. On September 28, 2021,the City Council received an informal report outlining the City's Payroll Task-force(PTF) recommendation to address payroll challenges for both the Police and Fire Department personnel along with a recommended software solution. After conducting an informal Request for Information to identify a payroll system solution, staff determined that the UKG(Ultimate Kronos Group) Workforce Dimensions System,working in conjunction with UKG's Telestaff Enterprise(scheduling software currently used by Police and Fire),will provide the solution needed to ensure accurate payroll. UKG's Workforce Dimensions Systems was determined to be the best solution since Police and Fire already use UKG's TeleStaff Enterprise as their scheduling software. The Fire Department began using UKG's Telestaff Enterprises as a scheduling software in the early 2000s using Omnia Cooperative Contract 18220, with a yearly license fee proposed for Fiscal Year(FY)22 of$50,214.79. The Police Department began using Telestaff Enterprise in 2019, (M&C P-12339). The annual ongoing license cost of$68,868.52 increases between five to seven percent a year. ImmixTechnology is able to provide UKG's Telestaff Enterprise and UKG's Workforce Dimensions through Cooperative Contract DIR-TSO-4315 Staff recommends amending the current agreement with ImmixTechnology to purchase UKG's Workforce Dimensions for Police and Fire and to consolidate Police's and Fire's Telestaff licenses under one agreement. UKG Telestaff and Workforce Dimensions solutions will manage resource scheduling and complex payroll related calculations for the departments and provide the resulting information to the Enterprise Resource Planning system(ERP)to generate accurate payroll information. The implementation cost and annual licensing costs are as follows: Software Program Implementation Cost Ongoing Annual Cost UKG's Workforce Dimensions $558,640.40 $365,478.60 Consolidated UKG's Telestaff Enterprise $181,686.00 $124,806.00 Total $740,326.40 $490,284.60 Upon execution of the agreement,the implementation should take between six to nine months. In addition, the Fire Department's agreement under the Omnia Cooperative Agreement 18220 will be canceled so that the consolidation of UKG's Telestaff Enterprise can be consolidated under DIR- TSO-4315. Cooperative Agreement DIR-TSO-4315 Request for Offer(RFO) DIR-TSO-TMP-416 was issued on 02/26/2018 for Software Products, Software as a Service, and Enterprise Resource Planning Software Modules Products and Services and responses were opened on 04/09/2018. ImmixTechnology was awarded a contract under D I R-TSO-4315 RENEWAL OPTIONS-The Agreement may be renewed for two one-year renewal options in accordance with DIR-TSO-4315. The renewals do not require specific City Council approval as long as sufficient funds have been appropriated. COOPERATIVE PURCHASE-State law provides that a local government purchasing an item under a Cooperative Purchasing Agreement satisfies any state law requiring that the local government seek competitive bids for the purchase of the item. The contract was competitively bid to increase and simplify the purchasing power of government entities across the State of Texas. BUSINESS EQUITY-An M/WBE goal is not assigned when purchasing from an approved purchasing cooperative or public entity. ADMINISTRATIVE CHANGE ORDER-An administrative change order or increase may be made by the City Manager up to the amount allowed by relevant law and the Fort Worth City Code and does not require specific City Council approval as long as sufficient funds have been appropriated. FISCAL INFORMATION/CERTIFICATION: The Director of Finance certifies that upon approval of the recommendation, funds will be available in a project to be determined,to support the contract amendment. Prior to an expenditure, Financial Management Services Department will ensure that all funds are appropriated correctly. Submitted for City Manager's Office by: Jay Chapa 5804 Valerie Washington 6192 Originating Business Unit Head: Reginald Zeno 8517 Kevin Gunn 2015 Additional Information Contact: Cynthia Garcia 8525 Michelle Green 2058 Expedited