HomeMy WebLinkAbout(0032) M&C 21-0732City of Fort Worth,
Mayor and
Texas
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 Taskforce (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