Title
Recommendation to Authorize the Interim City Manager to Execute a Three Year Contract, in an Amount Not to Exceed $11,136 Annually, Plus a One-Time Charge of $8,690 for a Software Update, for a Total Three-Year Expenditure Amount Not to Exceed $55,190, with Kronos Corporation for Software Licensing and Data Storage of the Fire Department’s Staffing Management Program. (Fire 3200)
Body
To: Honorable Mayor and Members of the City Council
From: David L. Rudat, Interim City Manager
EXECUTIVE SUMMARY
The Alameda Fire Department manages personnel staffing and tracking of assignment specialties through the Telestaff program licensed by Kronos Corporation. The program provides staff management tools and a robust database to track fire personnel history of time and assignment.
BACKGROUND
Kronos provides industry leading staffing management and data storage solutions software and hardware to track fire personnel time and assignment specialties, and to backup and secure staffing data at off-site data locations.
The terms of the proposed agreement provide for an upgrade to the latest version of the Telestaff software, updates to maintain software to current versions during the life of the contact, a one-time migration of all database history from the fire department’s server to Kronos’ secure, redundant cloud services, and for licenses for 116 users of the software.
DISCUSSION
The Fire Department manages daily staffing of fire personnel time and specialty assignments through the use of Telestaff, a software program licensed by Kronos Corporation. The software is licensed for use by all fire personnel.
The software provides a robust back-end database to maintain history of personnel assignments and specialties. The current database is maintained by City IT personnel on a server funded through the fire department. This contract provides for the migration to Kronos servers to manage data and provide a secure redundant data service as a more secure storage solution.
Telestaff interfaces with the City’s payroll program to provide a seamless upload of personnel time.
Staff recommends awarding a three year contract to Kronos Inc. in the amount not to exceed $11,136 annually and not to exceed $45,500 during the life of the contract, plus a one-time charge of $8,690 for a software update, for a total not to exceed amount of $55,190. This amount includes a one-time cost to update software and migrate data to Kronos’ cloud data services and a 10.5% contingency fund, based upon satisfactory performance of all aspects of the contract and subject to budgetary approval.
FINANCIAL IMPACT
Sufficient budget for the agreement, including a one-time cost of $8,690 for system updates and data migration, is included in the Fire Department’s annual operating budget for Fiscal Year 2018-19. The ongoing annual cost of this service is $11,136. Future years funding remains at Council’s discretion through the biennial budget process.
MUNICIPAL CODE/POLICY DOCUMENT CROSS REFERENCE
This item is consistent with the Alameda Municipal Code.
ENVIRONMENTAL REVIEW
This action is exempt from the California Environmental Quality Act (“CEQA”) pursuant to Section 15301 of CEQA Guidelines (Operation of Existing Facilities).
RECOMMENDATION
Authorize the Interim City Manager to execute a three year contract, in an amount not to exceed $11,136 annually, plus a one-time charge of $8,690 for a software update, for a total three-year expenditure amount not to exceed $55,190, with Kronos Corporation for software licensing and data storage of the Fire Department’s staffing management program.
Respectfully submitted,
Edmond A. Rodriguez, Fire Chief
By,
Ricci Zombeck, Deputy Fire Chief
Financial Impact section reviewed,
Elena Adair, Finance Director
Exhibit:
1. Contract