To: Board of Supervisors
From: Dr. Grant Colfax, Health Services Director
Report Title: Purchase Order with UKG Kronos Systems, LLC
☒Recommendation of the County Administrator ☐ Recommendation of Board Committee
RECOMMENDATIONS:
APPROVE and AUTHORIZE the Purchasing Agent, or designee, to execute on behalf of the Health Services Director, (1) a purchase order with UKG Kronos Systems, LLC in an amount not to exceed $2,560,870, to purchase the UKG work‑force‑management system, and (2) a Participating Addendum to the Omnia Master Agreement No. 24‑6833 for the period from April 28, 2026 through April 27, 2029.
FISCAL IMPACT:
This action will result in expenditures of up to $2,560,870 over a three-year period and will be funded by Hospital Enterprise Fund I revenues.
BACKGROUND:
UKG provides an enterprise scheduling and timekeeping system that supports accurate staffing, real‑time time capture, and automated enforcement of labor and pay rules. The platform enables departments to build compliant schedules, track employee hours through secure time‑collection methods, and streamline payroll by reducing manual corrections and exceptions. Implementing UKG improves operational efficiency, strengthens adherence to County policies and labor requirements, and enhances transparency for both employees and supervisors through integrated scheduling, time‑off management, and mobile self‑service tools.
The software, services, and equipment being purchased through the Participating Addendum in the Omnia Master Agreement No. 24‑6833 between Contra Costa County and UKG Kronos Systems, LLC will replace the current paper‑based timesheet process used by the Health Services Department, which requires manual consolidation of each employee’s attendance and time.
On December 17, 2024, the Board of Supervisors approved and authorized the Purchasing Agent, on behalf of the Chief Probation Officer, to execute a purchase order with UKG Kronos Systems, LLC in an amount not to exceed $41,497 for timekeeping software and support services for the period December 20, 2024 through December 19, 2025.
On January 21, 2025, the Board of Supervisors approved and authorized the Fire Chief, or designee, to execute a contract with UKG Kronos Systems, LLC in an amount not to exceed $295,000, for personnel scheduling software and automated payroll functions, and cloud storage options, for the period August 1, 2024 to August 31, 2027.
On April 1, 2025, the Board of Supervisors approved and authorized the Purchasing Agent to execute, on behalf of the Probation Department, a purchase order and Master Services Agreement with UKG Kronos Systems, LLC, in an amount not to exceed $3,285 to transition its timekeeping software to the UKG cloud for the period December 20, 2025 to December 19, 2026.
On May 13, 2025, the Board of Supervisors approved and authorized the Purchasing Agent to execute, on behalf of the Probation Department, a purchase order and a Master Services Agreement with UKG Kronos Systems, LLC, in an amount not to exceed $39,820 for the renewal of timekeeping software services and its transition to the UKG cloud, for the period December 20, 2025 through December 19, 2026.
On December 9, 2025, the Board of Supervisors approved and authorized the Sheriff-Coroner, or designee, to execute a change order to a Master Services Contract with UKG Kronos Systems, LLC to increase the payment limit by $1,500,000 to a new payment limit of $3,500,000, and to extend the term through December 31, 2027, for subscription renewal and professional services for personnel scheduling software and automated payroll functions.
CONSEQUENCE OF NEGATIVE ACTION:
Failure to approve this purchase will require the Health Services Department to continue using paper timesheets, resulting in ongoing manual consolidation of employee attendance and time, increased risk of errors, and continued inefficiencies in payroll processing. The department will be unable to implement automated scheduling, real‑time time capture, or consistent enforcement of labor and pay rules, delaying modernization efforts and limiting operational and compliance improvements.