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HomeMy WebLinkAbout063660-SO3 - General - Contract - UKG Kronos Systems, LLCCSC No. 63660-SO3 U rsG UKG Launch Go -Live Sign -off or Solution ID: 6151715 This sign -off acknowledges that you have successfully completed testing for your UKG solutions and are ready to proceed to launch the system as a live environment. Use this form as a guide of items to confirm you have reviewed, applicable to your Launch, in order to Sign -Off to Go Live. Considerations should be documented below under comments, to ensure we move with confidence into go - live and support. The UKG project team supports two live pay periods and will then conduct a Project Transition meeting. Your UKG support will then transition from the Launch team to the UKG Support Team, to continue the long-term, successful Partners for Life relationship with UKG. WFM testing during Launch involves testing employee management, timekeeping, accruals, personas/role access, and other critical procedures in your UKG solution. Successful testing helps to ensure the UKG system is ready to go live, including that people data was accurately converted, the system is ready for live punching, time tracking, and scheduling. Section Review Notes People Data Validation Confirms that as a result of review and testing, all of the people (demographic) data is now accurate in advance of the go -live to be used WFM. WFM Persona Validation Includes reviewing access and permissions within your workforce management solution, including but not limited to employee users, WFM Timekeeping Testing Data Collection Testing managers users, and administrators. �--------------------------------- Includes importing/manually keying test punches, reviewing of timesheets, and approval of timesheets for a complete cross-section of employee types, pay rules, and any other configurations unique to the customer. All methods of capturing punch data have been tested including but not limited to Mobile, Kiosk, and Time Clocks. OFFICIAL RECORD CITY SECRETARY FT. WORTH, TX ® WFM Accrual Testing ® WFM Integrations Telestaff Includes the import/manual key of accrual requests, reviewing of accruals on timesheets, and calculating accrual plans. --------------------------------------------------------------------------------------------------- Integrations perform needed function based on approved Integration Design Documents. T is checkpoint document indicates that you, the Customer, and the UKG Team agree the tasks allowing your current Telestaff Production environment has performed successfully. Testing involves employee management, personas/role access, and other critical procedures your organization performs in UKG Telestaff. Considerations should be documented in the Comments section. Section Review Notes People Data Validation Confirms that after review and testing, all people data migrated accurately to the TSC. Data successfully integrated with all applicable entitlements, including HR, Payroll, WFR or WFM. TeleStaff Persona Validation Reviewed access and permissions within your Telestaff solution, including, but not limited to, end users, managers/supervisors, and administrators. TeleStaff Core Testing Standard Telestaff scheduling functionality. Core testing includes Profile & Assignment updates, Special Deploys, Fill By Rules accuracy, Task Manager tasks, etc. _ .---------. TeleStaff Integration & Report Custom Reports display as needed. Imports to Telestaff and exports to Testing an external system, via SFTP and/or API, process and display data correctly. Note: Refining processes or scripts outside of the SFTP are the responsibility of the customer. TeleStaff Bidding Testing (if Includes testing of bidder lists, bid requirements, and accuracy of applicable) awards (if applicable). TeleStaff Extra Duty Event Tested creation and deployment of extra duty events within the Testing (if applicable) module (if applicable). Signing this form acknowledges that Testing & Validation have been performed satisfactorily and approved by the authorized team members on the project team, indicating that the system is ready to move to the go - live phase. I Notes: he following items have been identified for further evaluation during Phase 2 and are not considered lockers to the current Phase 1 go -live: OP 3103311- Limited Duty: LD Code Processing Order identified during PP13 Parallel Testing. OP 3228365 — PD CPL Acting: Acting Pay processing scenario where all acting pay is applied on one day. hese items will remain documented and tracked as Phase 2 activities. UKG will work collaboratively with ie City of Fort Worth to evaluate configuration options, business process alternatives, and product apabilities that may address these scenarios. The parties acknowledge that final resolution is dependent pon the capabilities of the UKG product and approved solution design. While UKG will make reasonable fforts to identify an acceptable approach, resolution of these items is not guaranteed and may require cceptance of current product functionality, a process adjustment, a future product enhancement, or an Iternative solution. UKG Launch Go -Live Sign -off (J AV 2 of 3 signing this document, the customer acknowledges that these items are understood, are not considered ase 1 go -live blockers, and will be addressed as part of Phase 2 evaluation activities. Accepted By LAccepted Date Dianna Giordano (Sep 2, 2026 15:45:54 CDT) 09/02/2026 UKG Launch Go -Live Sign -off (J A. 3 of 3 [Executed effective as of the date signed by the Assistant City Manager above.] / [ACCEPTED AND AGREED:] CITY OF FORT WORTH INTERNAL ROUTING PROCESS: Approval Recommended: By: /-� Gam_ Name: Kevin Gunn Title: Director, IT Solutions Approved as to Form and Legality: By: Candace Pagliara (Sep 22, 026 1 545 CDT) Name: Candace Pagliara Title: Sr. Assistant City Attorney Contract Authorization: M&C: 25-1113 Approval Date: 12/09/2025 Form 1295: 2025-1388073 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 and reporting requirements. By: Name: Title: David Zellmer Sr. IT Solutions Manager oavnnL City Secretary:A O tie 0�jo g=d Pp * og/ % Qaaann�zag4a By: Name: Jannette Goodall Title: City Secretary OFFICIAL RECORD CITY SECRETARY FT. WORTH, TX ACITY COUNCIL AGEND Create New From This M&C FORT REFERENCE **M&C 25- 04AMENDMENTS FOR PUBLIC DATE: 12/9/2025 NO.: 1113 LOG NAME: SAFETY PAYROLL SOLUTION SOFTWARE CODE: C TYPE: CONSENT PUBLIC NO HEARING: SUBJECT: (ALL) Authorize Execution of Amendments with immixTechnology, Inc. and UKG Kronos Systems, LLC for Purchase of Public Safety Payroll Solution Software and Related Services in a Combined Amount Up to $1,100,000.00 and Add Six Renewal Options at a Five Percent Annual Increase for the Information Technology Solutions Department RECOMMENDATION: It is recommended that the City Council: 1. Authorize the execution of an amendment to City Secretary Contract No. 52679 with immixTechnology, Inc in the amount of $100,000.00, for a revised annual amount of $1,243,749.00, for purchase of Public Safety Payroll Solution Software through December 2025 using Texas Department of Information Resources Contract No. DIR-CPO-5688; and 2. Authorize the execution of an amendment to City Secretary Contract No. 63660 in the amount of $1,000,000.00, for a revised annual amount of $1,100,000.00, for the purchase of Public Safety Payroll Solution Software and related services beginning in January 2026 and add six renewal options at a five percent annual increase using OMNIA Partners Contract No. 24-6833, for the Information Technology Solutions Department. DISCUSSION: On October 25, 2016, City Council approved Mayor and Council Communication (M&C) P-11957 authorizing execution of City Secretary Contract (CSC) No. 52679 with immixTechnology, Inc., a value- added reseller, for the purchase of UKG Kronos, LLC branded timeclock integration software, timeclocks, and related services for integration of City timeclocks into the PeopleSoft Enterprise Resource Planning (ERP) system in an amount up to $300,000.00. On September 28, 2021, City Council approved M&C 21-0732 authorizing execution of an amendment to CSC No. 52679 for implementation of a new Public Safety Payroll Solution (PSPS) using UKG- branded products for the Police and Fire departments. On February 27, 2024, City Council approved M&C 24-0137 authorizing execution of an amendment to CSC No. 52679 with immixTechnology, Inc. to increase the annual amount of the agreement for a revised annual contract amount up to $650,000.00 to support purchase of technology licenses for PSPS. On September 17, 2024, City Council approved M&C 24-0802 authorizing execution of an amendment to CSC No. 52679 to increase the annual contract amount to an amount up to $1,143,749.00, as amended. Historically, the Information Technology Solutions (IT Solutions) department has entered into agreements with value-added resellers such as immixTechnology, Inc. (immixTechnology) for purchase of goods and services. Value-added resellers are typically more responsive and more customer -focused than purchasing directly from a manufacturer. Since execution of CSC No. 52679, immixTechnology has consistently failed to provide timely quotes or invoices which has resulted in City staff returning to City Council to request increased authority for payment of licenses/services provided in previous contract terms. On multiple occasions, City staff were required to escalate requests to the manufacturer, UKG Kronos, LLC, for assistance. Despite efforts to work with the manufacturer to expedite requests, immixTechnology has continued to not meet the City's requirements and set expectations. To prevent further issues with receipt of invoices, City staff recommend the approval of a final increase to CSC No. 52679 in an amount of $100,000.00 to close out existing orders placed through immixTechnology. City staff also recommend the increase of CSC No. 63660 with UKG Kronos, LLC, the manufacturer of PSPS products, to purchase all existing subscriptions, hardware, and related services directly. Upon approval of this M&C, IT Solutions will be able to process all revised quotes for existing subscriptions purchased through immixTechnology and transition all current and future subscriptions to be purchased directly through UKG Kronos, LLC. Funding is budgeted in the Other Contractual Services account within the Info Technology Systems Fund for the IT Solutions Department. COOPERATIVE PURCHASE - State law provides that a local government purchasing an item under a cooperative purchasing agreement satisfies State laws requiring that the local government seek competitive bids for purchase of the item. Cooperative contracts have been competitively bid to increase and simplify the purchasing power of local government entities across the State of Texas. SUCCESSOR CONTRACTS — The City will initially use the cooperative agreements to make purchases authorized by this M&C. In the event the cooperative agreements are not renewed, staff would cease purchasing at the end of the last purchase agreement, coinciding with a valid cooperative contract. If the City Council were to not appropriate funds for a future year, staff would stop making purchases when the last appropriation expires, regardless of whether the then -current purchase agreement has expired. If the cooperative agreements are extended, this M&C authorizes the City to purchase similar products under the extended contract. In the event a cooperative agreement is not extended, but vendor and cooperative purchasing agency execute new cooperative agreement(s) with substantially similar terms, this M&C authorizes the City to purchase the products under the new contract(s). If this occurs, in no event will the City continue to purchase goods and services under the new agreement beyond August 2032 without seeking Council approval. 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. AGREEMENT TERMS — Upon City Council approval and execution of the related amendments, CSC 52679 will expire May 14, 2026 and CSC 63660 will expire July 13, 2026, each in alignment with the underlying Cooperative Agreements. RENEWAL OPTIONS — Upon City Council approval and execution of the related amendments, CSC 52679 will have no remaining renewal options and CSC 63660 may be renewed for six (6) additional one-year terms, each with a 5\% annual increase, in accordance with the underlying OMNIA Partners cooperative contract. These actions do not require specific City Council approval provided that the City Council has appropriated sufficient funds to satisfy the City's obligations during the renewal period. FISCAL INFORMATION/CERTIFICATION: The Director of Finance certifies that funds are available in the current operating budget, as previously appropriated, in the Info Technology Systems Fund to support the approval of the above recommendations and execution of the contract. Prior to any expenditure being incurred, the Information Technology Solutions Department has the responsibility to validate the availability of funds. TO Fund Department Account Project Program Activity Budget Reference # Amount ID ID Year (Chartfield 2) FROM Fund Department Account Project Program Activity Budget Reference # Amount ID ID Year (Chartfield 2) Submitted for City Manager's Office by Originating Department Head: Additional Information Contact: ATTACHMENTS Dianna Giordano (7783) Kevin Gunn (2015) Mark DeBoer (8598) FID Table - AMENDMENTS FOR PUBLIC SAFETY PAYROLL SOLUTION SOFTWARE.xlsx (CFW Internal) Form 1295 2025-1388073 2025.11.12.pdf (CFW Internal) Fund Availability - AMENDMENTS FOR PUBLIC SAFETY PAYROLL SOLUTION SOFTWARE.pdf (CFW Internal) FORT WORTH® City Secretary's Office Contract Routing & Transmittal Slip Contractor's Name: UKG Kronos Systems, LLC Subject of the Agreement: Third Service Order for CSC No. 63660 with UKG Kronos Systems, LLC M&C Approved by the Council? * Yes 0 No ❑ If so, the M&C must be attached to the contract. Is this an Amendment to an Existing contract? Yes ❑ No 0 63660-SO3 If so, provide the original contract number and the amendment number. Is the Contract "Permanent"? *Yes ❑ No 0 If unsure, see back page for permanent contract listing. Is this entire contract Confidential? *Yes ❑ No 0 If only specific information is Confidential, please list what information is Confidential and the page it is located. Effective Date: If different from the approval date. Expiration Date: July 13, 2027 If applicable. Is a 1295 Form required? * Yes 0 No ❑ *If so, please ensure it is attached to the approving M&C or attached to the contract. Project Number: If applicable. *Did you include a Text field on the contract to add the City Secretary Contract (CSC) number? Yes 0 No O Contracts need to be routed for CSO processing in the following order: 1. Katherine Cenicola (Approver) 2. Jannette S. Goodall (Signer) 3. Allison Tidwell (Form Filler) *Indicates the information is required and if the information is not provided, the contract will be returned to the department.