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Home My WebLink AboutPSA - Kronos, Inc.1316 COUNTY-CrFY BUILDING 227 W. JEFFERSON BOULEVARD SOUTH BEND. INDIANA 46601-1830 CITY OF SOUTH BEND PETE BUTTIGIEG, MAYOR BOARD OF PUBLIC WORKS December 22, 2016 Jessica DeWitt Kronos, Inc. 297 Billercia Road Chelmsford, MA 01824 RE: Professional Services Agreement Dear Ms. DeWitt: PHONE 574/235-9251 FAX 574/235-9171 The Board of Public Works, at its meeting held on December 22, 2016, approved the above referenced agreement for the Implementation of Kronos Payroll and HRIS Modules in the amount of $106,675. Enclosed please find the original of the agreement for your signature. Please sign and return the original agreement to our office and retain a copy for your records. If you have any further questions regarding this matter, please call this office at (574) 235- 9251. Sincerely, Linda M. `Martin, Clerk Enclosure c: Dan O'Connor, Innovation and Tech GARY A. GILOT SUZANNA M. FRrrzBERG ELIzABErH A. MARADw JAMEs A. WELLER THERESE J. DORAU KRONOS" Order Form - Workforce Central SaaS for SMB quote#: Expires: 12/30/2016 Bill To: Attn: Dan O'Connor City of South Bend 227 West Jefferson Blvd South Bend, IN 46601 Solution ID: 6123570 Currency: US Customer PO It Data Center: USA Order Type: Upgrade Data: 12/7/2016 Ship To: Attn: Dan O'Connor City of South Bend 227 WestJefferson Blvd South Bend, IN 46601 Email: exceptionfdkronos.com FOB: Shipping Point Ship Method: FedEx Ground Frelght Terms: Prepay &Add Notes: This order entered into between the Customer and Kronos is subject to the terms and conditions of the Contract V14-JLR-003 dated March 18th, 2014 between the Lead Agency (acting as the "Owner') and Kronos Incorporated (as the "Contractor'(, as amended. IniEal Term: Co -Term Billing Start Date: 120 days from execution of Order Form Renewal Term: One year Payment Terms: Net 30 Billing Frequency (unless otherwise noted, all invoices are due per the payment terms noted above): Applications: Annual in Advance Professional Services: Fixed Fee 25%Jan. 30, 2017, 25%Feb. 28, 2017, 25%March 20, 2017, and 25%April 30, 2017 At the end of year three (3) of the Initial Term, Customer may reduce their license count by up to 250licenses and this reduction shall be reflected in their Minimum Monthly Fees and Minimum Contract Value for the remainder of the Initial Term. APPLICATIONS Item Workforce Human Resources 1900• uy PEPM $3.03 Monthly Price $5,757.00 Workforce Payroll 1900 $3.03 $5,757.00 Workforce HR/Payroll Administrator 1 19 $0.00 Included Workforce HR/Payroll Employee 1900 $0.00 Included Workforce HR/Payroll Manager 1 190 $0.00 Included Monthly -Fatal: $11,514.00 A LA CARTE SERVICE OP PIONS - WE HR Itere HRMS Self -Service Bundle Cry 1 Unit Price $17,000.00 Total Price $D,000.00 WE OR Feature Configuration (Open Enrollment) 1 $0.00 Included WE HR Feature Configuration (Life Events) 1 $0.00 Included WE HR Feature Configuration (Compensation Management) 1 $0.00 Included WE HR Feature Configuration (Performance Management -cycles) 1 $0.00 Included WE HR Feature Configuration (Performance Management -forms) 1 $0.00 Included WE HR Feature Configuration (Applicant Tracking - Kiosk) 1 $0.00 Included WE HR Feature Configuration (Applicant Tracking - W W W) 1 $0.00 Included HRMS Process Manager Bundle 1 $5,950.00 $5,950.00 WF HR Feature Configuration (Process Manager Template- Employee Ufecycle Workflow Bundle) 1 $0.00 Included WE HR Feature Configuration (Process Manager Template- Workflow Approval Levels) 1 $0.00 Included WE HR Feature Configuration (Process Manager Template - Workflow) 1 $0.00 Included WE HR Employee Demographic Data Export 1 $2,125.00 $2,125.00 Total rical $25,075.00 Kronos I Time Attendance - Scheduling - Absence Management - HR & Payroll - Hiring - Labor Analytics Kronos Incorporated 297 Billerica Road Chelmsford, MA 01824 (800) 225-1561 (978) 250-9800 www.Kronos.com SUMMARY Monthly Application Fee $11,514.00 Monthly Rental Equipment Fee $0.00 Monthly Cloud Services Fee $0.00 Total Monthly Service Fees: $11,514.00 Implementation WFC SaaS SMB $81,600A0 Implementation WFC SaaS SMB A La Carte $25,075.00 Equipment Purchase/Support and Accessories $0.00 Purchased Training $0.00 Total One Time Fees: $106,675.00 Bill As You Go Instructor Led Training $0.00 Bill As You Go Services $0.00 Total Bill As You Go: $0.00 City of South Bend By: Vt Name: Ic works 041 Kronos Incorporated Kronos I Time Attendance - Scheduling - Absence Management - HR & Payroll - Hiring - Labor Analytics Kronos Incorporated 297 Billerica Road Chelmsford, MA 01824 (800) 225-1561 (978) 250-9800 www.Kronos.com Kronos° Workforce Central SaaS Setup Detail Document WF HR — Core Scope WF HR Core Scope Deliverable Weekly status calls or report Project Support Project workbook updates (including schedule maintenance and budget report) Technical Architecture Assessment 2 environments (1 PROD, 1 DEV) Application Configuration Assessment 1 Assessment Group Interface Design Assessment Up to 6 HR Interfaces Application Install 2 environments (1 PROD, 1 DEV) 1 centralized organization Workforce HR Standard Configuration Up to 50 benefit plans configuration 5 navigators Workforce HR Data Conversion 1 demographic database Workforce HR Feature Configuration (Health and Welfare) Mentor customer on OSHA configuration. Workforce HR Feature Configuration (Training, Skills, Mentor customer on configuration of skills, Certifications) certifications, training, education, events Workforce HR Feature Configuration (Applicant Tracking - HR Administrator Applicant Tracking Basic) Functionality Workforce HR Feature Configuration (Timekeeper Mentor customer on mapping HR positions to Synchronization) Timekeeper profiles. Workforce HR Benefit Enrollment Data Export 5 benefit providers Workforce HR 401k/403b Enrollment Data Export 1 401KI403B provider Workforce HR Feature Configuration (Employee/Manager 2 Organization Profiles Self -Service Standard Testing Guidance and Support 1 testing cycle 1 deployment date 1 deployment group Deployment Planning and Go -live support 1 application deployment 1 go -live date 1 application or technical resource Transition Customer to KGS 1 transition phase WF HR - a la carte Options If Selected HRMS Self -Service Bundle Workforce HR Feature Configuration (Open Enrollment) 1 open enrollment cycle Workforce HR Feature Configuration (Life Events) 1 group with life events Workforce HR Feature Configuration (Compensation 1 comp management cycle Management) Workforce HR Feature Configuration (Performance 1 cycle Management - cycles) Workforce HR Feature Configuration (Performance 1 form Management - forms) Workforce HR Feature Configuration (Applicant Tracking- Applicant Tracking Functionality for Kiosk Kiosk Workforce HR Feature Configuration (Applicant Tracking- WWW Applicant Tracking Functionality for Internet HRMS Process Manager Bundle Employee Status Change Workforce HR Feature Configuration (Process Manager Hire an Employee Template- Employee Lifecycle Workflow Bundle) Position/Salary Change Sala Change Workforce HR Feature Configuration (Process Manager Template- Workflow Approval Levels) 1 change and 1 level. Workforce HR Feature Configuration (Process Manager Templates - Workflow) 1 additional process manager template p g P Workforce HR Feature Configuration (Talent Acquisition) HR application configured for importing TA (HSG) Data Workforce HR Feature Configuration (Saba Talent) HR application configuration for importing Saba Data Workforce HR Skills, Certifications, Training, Education and 1 data load Events Historical Data Import Workforce HR Feature Configuration (Historical Data Load) 1 time load of historical data for Position Pay and Employee Status for up to 7 years. Workforce HR Third Party Benefit (Employee Only) Enrollment Data Import Configure benefit enrollment import Workforce HR Third Party Benefit (Beneficiaries and Dependents) Enrollment Data Import Configure benefit enrollment import Workforce HR Third Party Payroll Deduction Import Configure payroll deduction import Workforce HR Employee Demographic Data Export Configure employee demographic data export Workforce HR Employee Demographic TEMPORARY Data Export Configure employee demographic data export Workforce HR Employee Demographic to ADP Payforce Payroll Data Export Configure employee demographic data export Workforce HR Employee Demographic to Meditech HR or Payroll Data Export Configure employee demographic data export Workforce HR Third Party Employee Demographic New Hire -Rehire Import Configure employee demographic data import Workforce HR Third Party Employee Training Results Import Configure employee training results data import Workforce HR and Payroll Data Warehouse Data Export Configure HR and Payroll data export Workforce HR Benefit Enrollment Data Export 1 benefit providers HIPAA COMPLIANT INTERFACE Compliant Interface Kronos° Workforce Central SaaS Setup Detail Document WF Payroll — Core Scope WF Payroll - Core Scope Deliverable Weekly status calls or report Project Support Project workbook updates (including schedule maintenance and budget report Technical Architecture Assessment 2 environments (1 PROD, 1 DEV) Application Configuration Assessment 1 Assessment Group Interface Design Assessment Up to 2 Payroll Application Install 2 environments (1 PROD, 1 DEV) 1 organization structure Up to 5 FEINs 5 Navigators Workforce Payroll Standard Configuration 10 Garnishment Deduction Types Up to 5 ACH file output Service Packs/Legislative Updates during implementation cycle Workforce Payroll Standard Synchronization 1 Data Conversion - Table Code Assignment for Employee setup Workforce Payroll Feature Configuration (Weighted Configuration of FLSA Calculations Overtime FLSA) Workforce Payroll Feature Configuration 1 California earnings statement (California Earnings Statement) Workforce Payroll Feature Configuration Test and Production Accumulator Load (Accumulator) Workforce Payroll Bank Payroll Check Configure bank payroll check reconciliation import Reconciliation Import Workforce Payroll G/L and Accrued Wages Export 1 export file Workforce Payroll Additional G/L and Accrued 1 export file for each FEIN with same account Wages Export structure Standard Testing Guidance and Support 1 testing cycle Workforce PR Parallel Testing Support 1 testing cycle 1 deployment date 1 deployment group Deployment Planning and Go -live support 1 application deployment 1 go -live date 1 application or technical resource Transition Customer to KGS 1 transition phase WF Payroll - a la carte Options If Selected Workforce Payroll Accrued PTO to G/L Export Configure accrued PTO export Workforce Payroll Positive Pay Data Export Configure positive pay data export Workforce Payroll Garnishment Deduction Export Configure garnishment deduction to AP system export Workforce Payroll Ceridian Post Payroll Services Payroll Data Export Configure payroll data export Workforce Payroll ADP Tax Filing Services Payroll Data Export Configure payroll data export Workforce Payroll ADP Check/DD Print Services Payroll Data Export ure Confi payroll data export g p y p Workforce Payroll ADP Garnishment Payment Services Payroll Data Export Configure payroll data export Workforce Payroll Feature Configuration (Historical Import of the following type of data: Data Load - Static Tables) Compensations, Withholdings, Taxes, and Pa ments. Workforce Payroll Feature Configuration (Step in Grade) Configure step in grade functionality Workforce Payroll Feature Configuration (Custom Calculations - Union Dues Deduction) Configure custom calculation functionality Configure up to 3 additional FEINs (assumes Workforce Payroll Feature Configuration FEINS consistency across the 3 FEINs in relation to Position Codes, Employee Benefits, General Led er and Account Structure and Pay Cycles, INTER -OFFICE MEMORANDUM Information Technologies Department 227 W Jefferson Blvd (574) 245-6000 TO: Board of Public Works, Linda Martin CC: Michael Schmidt, George King, John Murphy FROM: Dan O'Connor SUBJECT: Kronos HRIS DATE: 12/15/16 Linda and Members of the Board - We are submitting for review and approval a contract with Kronos for modules that will add their payroll and HRIS functionality to Kronos Suite of solutions. This will replace and enhance functionality that was previously either used in Sungard or not available to us. We are looking at expanding the investment in Kronos, which was initially purchased for timekeeping in both the City and Public Safety. The total amount of the agreement is a one-time Professional Services expense $106,675. After implementation there will also be a monthly reoccurring operational expense. Thank you. Dan O'Connor, CTO BOARD OF PUBLIC WORKS AGENDA ITEM REVIEW REQUEST FORM Date 2016-12-15 Name Dan O'Connor Department Innovation & Technology BPW Date 2016-12-22 Phone Extension 6201 Required Prior to Submittal to Board Legal ® Attorney Name Michael Schmidt Controller ® Controller review is required for all Contracts $5,000.00 or more and greater than one year in length per the City Purchasing Policy Purchasing ❑ Agreement ❑ Contract ❑ Proposal ❑ Addendum ® Professional Services ❑ Resolution ❑ Bid Opening ❑ Bid Award ❑ Req. to Advertise ❑ Title Sheet ❑ Quote Opening ❑ Quote Award ❑ Change Order No. ❑ C/O & PCA No. ❑ PCA ❑ Ease/Encroach. ❑ Traffic Control I-1 Other: Company or Vendor Name Kronos New Vendor ❑ Yes ® No ❑ If Yes, Approved by Purchasing MBE/WBE Contractor ❑ MBE ❑ WBE MBEANBE Contractor Requested ❑ No ❑ Yes Name of Company Project Name Kronos Payroll & HRIS implementation Project Number Funding Source IT Professional Services Account No. 404-0672-415-31-06 Amount $ 106,675 Terms of Contract One-time expense Purpose/Description Implementation of Kronos Payroll and HRIS modules. ❑ Required Contractor's Certification Form Attached (Non - Collusion. Non -Discrimination. Non -Debarment, E-Verify, Iran, etc.) Amount of H Increase Decrease Previous Amount Current Percent of Change: New Amount Total Percent of Change: Copy Original ® ❑ ❑ ❑ ❑ ❑ Dan O'Connor Dispersal After Approval