Title
A Resolution Of The City Commission Of The City Of Hollywood, Florida, Authorizing The Appropriate City Officials To Issue The Attached Purchase Order Between Kronos Incorporated And The City Of Hollywood, For The Purchase And Implementation Of An Automated Public Safety Scheduling System And Related Services In An Amount Not To Exceed $74,430.00.
Body
Staff Recommends: Approval of the Attached Resolution.
Explanation:
In 2002, the Department of Fire Rescue and Beach Safety entered into an agreement with Intime Solutions, Inc. for the purchase of software and annual support services in the amount of $2,344.00 utilizing the vendor's Speedshift workforce management product software to provide Fire Rescue employee scheduling and payroll.
In late 2012, Intime Solutions, Inc. notified the Fire Department that they would no longer support the Speedshift product.
In 2013, after reviewing several products in the marketplace and soliciting written quotations, the Department of Fire Rescue and Beach Safety entered into an agreement with Intime Solutions, Inc. in the amount of $24,286.90 utilizing the vendor's Iselink software product which had replaced the Speedshift product for Fire Rescue employee scheduling and payroll and fully implemented the use of the program in August of 2014.
Since the implementation of the Iselink product Fire Rescue staff have continually experienced program platform problems, software problems and the systems overall inability to maintain a schedule without multiple changes due to the products limited flexibility.
The Iselink software's non-performance coupled with the manufacturers lack of system support has resulted in the Fire Rescue and Beach Safety Department's inability to maintain an efficient operational scheduling system.
The Department of Fire Rescue and Beach Safety staff researched the marketplace and governmental contracts for available automated public safety employee shift scheduling and payroll solutions as well as surveyed local and regional Fire Rescue Departments to identify which automated public safety employee shift scheduling and payroll solution they were using which were successful in providing a comprehensive workforce management platform that optimizes the scheduling, communications and deployment of Fire Rescue and EMS employees.
Based upon their research, the Department of Fire Rescue and Beach Safety staff have identified and selected a comprehensive workforce management platform named Workforce Telestaff provided by Kronos, Inc. as a time-tested and proven scheduling solution which will meet the department's operational needs.
The requested automated public safety employee shift scheduling and payroll solution was competitively bid through the Harford County Public Schools of BelAir, Maryland's Bid #14-JLR-003 Workforce Management Systems which is available through the U.S. Communities National Cooperative Purchasing Program from Kronos, Inc. of Chelmsford, Massachusetts.
The Kronos, Inc. U.S. Communities Program offers government agencies a product discount of thirty nine percent (39%) off the manufacturers list price, and Kronos, Inc. has offered the City a forty nine percent (49%) discount off the manufacturers list price.
Section 38.40 (C)(5) of the Purchasing Ordinance allows the Director to procure, without following formal procedures, all goods and services which are subject of contracts with the state, its political subdivisions, the United States government, other governmental entities, or a corporation not for profit whose members are governmental entities, public officers, or any combination thereof, provided however, the goods and services are: (i) the subject of a price schedule negotiated by the state or the United States government, or (ii) the subject of a contract with another governmental entity or a corporation not for profit whose members are governmental entities, public officers, or any combination thereof, which contract is based strictly on competitive bids or competitive proposals and not on any preference.
The Fire Chief and the Director of Procurement Services recommend that the City Commission approve the issuance of the attached purchase order to Kronos, Inc. of Chelmsford, Massachusetts for the supply, installation and support of the Workforce Telestaff automated public safety employee shift scheduling and payroll solution with the City's option to renew the annual maintenance and support service in an amount not to exceed $74,430.00.
Award is subject to the City's receipt and approval of all insurance certificates required by the City's Risk Manager.
This purchase represents a onetime product purchase which includes one (1) year of software support at no cost to the City and the City has the option to renew the software support for additional years at a four percent (4%) increase each additional year.
Funding for the requested purchase has been provided in the Fiscal Year 2015 budget in the Fire Rescue and Beach Safety Account Number 11.2100.99160.522.006453 - Machinery and Equipment R97-71 Seminole in the amount of $59,430.00 and in the Information Technology Account Number 57.1347.00000.590.004633 - Maintenance - Machinery in the amount of $15,000.00. Funding for software maintenance and support will be requested and budgeted in subsequent fiscal years in the Information Technology Department Account Number 57.1347.00000.590.004633 contingent upon the approval and adoption of each subsequent Fiscal Year Budget.
Recommended for inclusion on the agenda by:
Wazir A. Ishmael, Ph.D. City Manager
Matthew Lalla, Director, Financial Services
Eric Busenbarrick, Fire Chief, Fire Rescue & Beach Safety
Joel Wasserman, Director, Procurement Services