HomeMy WebLinkAboutAgenda Report - July 17, 2019 C-20AGENDA ITEM C-Zo
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AGENDA TITLE:
MEETING DATE: July 17,2019
PREPARED BY: Fire Chief
Adopt Resolution Authorizing the City Manager to Execute a Three-Year
Agreement Plus Two One-Year Options With Kronos lnc., of Lowell, Mass., for a
Cloud-Based Time Management and Scheduling Software (Not To Exceed
$51,280)
RECOMMENDED ACTION Adopt resolution authorizing the City Manager to execute a three-
year agreement plus two one-year options with Kronos lnc., of
Lowell, Mass., for a cloud-based time management and scheduling
software in an amount not to exceed $51,280.
BACKGROUND INFORMATION: Since 2007, the Lodi Fire Department has utilized Telestaff software
for time management and scheduling shifts. All staff have been
trained on this software system that is used for taking time off,
calling for overtime, tracking resources and personnel.
Telestaff is hosted on an internal server in Lodi. This has created several challenges, most notably those
caused by the latest City-wide network incident, which took Telestaff completely off line. This showed the
need for a second server, as well as a license to utilize Telestatf in a test environment for development
and training. Rather than rely on lnformation Technology Division staff for these added functions, staff
sees a benefit in moving to Telestaff's cloud-based service, which includes automatic program updates
and a test database. Telestaff's cloud-hosted service also offers two redundant servers so that if one
server fails, our information will be available on the other within five minutes.
The proposed agreement is for three years, with the option for two one-year extensions. The cost will be
a minimum of $32,280 for three years, or $51,280 if the City opts to extend the agreement to five years,
which includes four-percent increases in the fourth and fifth. Funding for the first year was appropriated in
the Fiscal Year 2019/20 budget.
FISCAL IMPACT Additional cost of $14,040 for the first year (start-up $4,920 and
service $9,120 annually for the first three years) for a total not to
exceed amount of $51,280 over the five years. Result is increased
productivity and less strain on lnformation Technology resources.
FUNDING AVAILABLE Fire Administration Account No. 1 0040001.72369
Andrew City Manager/lnternal Services Director
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APPROVED
ne
Keys,
art, Fire ief
r, City Manager
RESOLUTTON NO. 2019-135
A RESOLUTION OF THE LODI CITY COUNCIL AUTHORIZING
THE CITY MANAGER TO EXECUTE A THREE.YEAR
AGREEMENT (W|TH OPTTONS TO EXTEND) WITH
KRONOS INCORPORATED, OF LOWELL, MASSACHUSETTS,
FOR A CLOUD-BASED TIME MANAGEMENT AND
SCHEDULING SOFTWARE
WHEREAS, the Lodi Fire Department has utilized Telestaff software for time
management and scheduling shifts. All staff have been trained on this software system that is
used for taking time off, calling for overtime, and tracking resources and personnel; and
WHEREAS, the Telestaff software is currently hosted on an internal server in Lodi. This
has created several challenges, and the latest City-wide computer crash took Telestaff
completely off line. A second server and license to utilize Telestaff in a test environment for
development and training purposes is needed. Currently, lnternal Services support is needed for
updates to Telestaff and for server access. Going to a cloud-based service will allow improved
productivity and reliability. Updates to the program will be automatic and the City will have a
fully-functional test database. The Telestaff cloud-hosted service offers two completely
redundant servers so that if one server fails, the City's account will back up within five minutes.
NOW, THEREFORE, BE lT RESOLVED that the Lodi City Council does hereby
authorize the City Manager to execute a three-year agreement plus two one-year optional
extensions with Kronos lncorporated, of Lowell, Massachusetts, for a cloud-based time
management and scheduling software, in an amount not to exceed $51,280.
Dated: July 17,2019
I hereby certify that Resolution No. 2019-135 was passed and adopted by the City
Council of the City of Lodi in a regular meeting held July 17,2019 by the following vote:
AYES:COUNCIL MEMBERS - Johnson, Kuehne, Mounce, Nakanishi, and
Mayor Chandler
NOES COUNCIL MEMBERS - None
ABSENT: COUNCIL MEMBERS - None
ABSTAIN: COUNCIL MEMBERS - None
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NNIFER
City Clerk
2019-135
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