To: Board of Supervisors
From: David O. Livingston, Sheriff-Coroner
Report Title: UKG Kronos Systems, LLC Workforce Telestaff
☒Recommendation of the County Administrator ☐ Recommendation of Board Committee
RECOMMENDATIONS:
APPROVE and AUTHORIZE the Sheriff-Coroner, or designee, to execute a contract amendment with UKG Kronos Systems, LLC to increase the payment limit by $700,000, to a new payment limit of $2,000,000 for personnel scheduling software and automated payroll functions, and to extend the contract term expiration date from December 31, 2024 to December 8, 2025, with continued monthly service fees until terminated.
FISCAL IMPACT:
Approval of this request will result in up to $700,000 in contractual service expenditures over a 1-year period and will be funded 100% by the Sheriff’s Office General Fund allocation.
BACKGROUND:
The Contra Costa County Office of the Sheriff Fiscal Unit is currently using UKG Kronos Systems, LLC Workforce Telestaff to manage staffing, build schedules and rosters, automate scheduling communication, and mobilize scheduling and FEMA reporting for the emergency activation of personnel during a major disaster or unusual occurrence. Kronos Workforce Telestaff is also currently used by the Office of the Sheriff's Payroll Unit to incorporate payroll integration and automation to track and manage staff time and attendance.
The software, services and equipment are being purchased through the Omnia Partners LLC Purchasing Alliance, in which the County previously participated. The County agrees to the terms and conditions contained in the contract between Kronos and Cobb County, Georgia (Lead Agency Contract #18220). Contracting through the U.S. Communities Purchasing Alliance allowed the Office of the Sheriff to save over $39,000 over three years. The software is hosted by Kronos, which means the software and timekeeping data are stored on Kronos’ servers or its third-party hosts’ servers. The current contract provides that data will be backed up daily and adheres to industry standards (SSAE 16, SOC 1, and SOC 2) with respect to data security.
As Kronos maintains employee data on their systems, Kronos requests that the County indemnify Kronos in the event any employee data in the hosted database violates any person’s right of privacy. Under the agreement, Kronos is not obligated to defend the County in the event any employee data is disclosed due to a breach of the Kronos system.
The contract extension is required to align the County agreement with the annual software and services billing. The additional funds are necessary to secure ongoing systems and technical support during the final implementation phases of the Telestaff project, to include project management, program consultation, training, technical account management and assistance.
CONSEQUENCE OF NEGATIVE ACTION:
If the Board does not approve, the Office of the Sheriff will not be able to track assignments, manage day-to-day scheduling or deploy personnel for emergency events.