HomeMy WebLinkAboutSpecial Purchase QPA - 2020 Kronos Annual Licensing Renewal - Kronos Inc.1316 COUNTY -CITY BUILDING
227 W.JEFFERSON BOULEVARD
SOUTH BEND, INDIANA 46601-1830
CITY OF SOUTH BEND JAMES MUELLER, MAYOR
BOARD OF PUBLIC WORKS
April 14, 2020
Jessica DeWitt
Kronos, Inc.
900 Chelmsford St
Lowell, MA 01851.
RE: QPA Purchase
Dear Ms. DeWitt:
PHONE 574/235-9251
FAx 574/ 235-9171
The Board of Public Works, at its meeting held on April 14, 2020, approved the above referenced
annual Kronos software licensing renewal in the amount of $281,769.60.
Enclosed please find the original of the QPA purchase for your signature. Please sign and
return the original agreement to Ihensley@southbendin.gov. Please retain a copy for your
records.
If you have any further questions regarding this matter, please call this office at (574) 235-
9251.
Sincerely,
s/Linda M. Martin, Clerk
Enclosure
GARY A. GILOT ELIZABETH A. MARADIK THERESE J. DORAU JORDAN V. GATHERS JOSEPH R. MOLNAR
``A INTER -OFFICE MEMORANDUM
^ , Department of Innovation & Technology
' City of South Bend 227 W Jefferson Blvd
TO: Board of Public Works, Linda Martin
CC: Daniel Parker, Benjamin Dougherty, Michael Schmidt, Sandra Kennedy, Clara
McDaniels, Denise Riedl
FROM: Daniel O'Connor
SUBJECT: Kronos Annual Software Licensing Renewal
DATE: 03/31/2020
Linda and Members of the Board,
We are submitting for review and approval the annual Software Licensing Renewal for Kronos
solutions including Timekeeper, Telestaff, HR, Payroll, Accruals, and Bidding. The renewal
period is for April 28, 2020 through April 27, 2021.
This is a QPA renewal using the Omniapartner(previously US Communities) Quantity Purchasing
Agreement.
The total cost of this Annual Kronos renewal is $281,769.60 and is a planned and budgeted
expense.
Thank you for your review and consideration,
Daniel R. O'Connor, III
Chief Technology Officer
City of South Bend
'K 10
k,, NOS',
Quote#: Q-44985
Expires: 3/27/2020
Sales Executive: Jessica DeWitt
Bill To Contact: Dan O'Connor
Bill To: CITY OF SOUTH BEND
227 WEST JEFFERSON BLVD
SOUTH BEND, IN 46601 USA
Quote#: Q-44985
Page 1 /3
,,,, IIL s.11l au III r III' �u III ri 11111h
Order Type: Amendment
Date: 3/6/2020
Ship To Contact:Dan O'Connor
Ship To: CITY OF SOUTH BEND
227 WEST JEFFERSON BLVD
SOUTH BEND, IN 46601 USA
Ship to Phone:(574) 245-6201
Contact:Dan O'Connor
Email:cloudservices-licensing@kronos.com
Currency: USD FOB: Shipping Point
Customer PO Number: Ship Method:
Solution ID: 6123570 Freight Term: Prepay & Add
Term:Co-Term Renewal Term:12 months
Billing Start Date: Upon Signature of Order Form Payment Term: Net 30 Days
Order Notes:
This order entered into between the Customer and Kronos Incorporated is subject to the terms and conditions of the Master Agreement
Reference #18220 dated March 18th, 2019, between the Lead Agency (acting as "Owner") and Kronos Incorporated (as the
"Contractor"), as amended (collectively referred to as the "US Communities Agreement #18220").
Billing Frequency: Annual in Advance
WORKFORCE TIMEKEEPER V8 SAAS
100
USD 4.42
USD 442.00
WORKFORCE EMPLOYEE V8 SAAS
100
USD 0.00
USD 0.00
WORKFORCE MANAGER V8 SAAS
10
USD 0.00
USD 0.00
WORKFORCE MOBILE MANAGER V8 SAAS
10
USD 0.00
USD 0.00
WORKFORCE MOBILE EMPLOYEE V8 SAAS
100
USD 0.00
USD 0.00
WORKFORCE INTEGRATION MANAGER V8
SAAS
100
USD 0.00
USD 0.00
WORKFORCE ACCRUALS V8 SAAS
100
USD 0.52
USD 52.00
Kronos Vmeerpomted 900 ChOm sford Slre 1. Lowell, MA 01851 1800 225 1561 wwov r nos.com
Quote#: Q-44985
Page 2/3
Quicte Sixinni"nairy
Kronos hicorpomited 900 Chch sfo rid Strct-t Lowell, MA 01851 + I 8GO 225 1561 wwwAronos.com
Quote#: Q-44985
Page 3/3
CITY OF SOUTH BEND Kronos Incorporated
# Signature:
Name:
Title:
Effective Date:
Invoice amount will reflect deposit received. All professional services are billed as delivered with a payment term
of Net Upon Receipt. Unless otherwise indicated above, this order is subject to the attached terms and conditions
which the customer acknowledges have been read. THIS ORDER IS SUBJECT TO APPLICABLE TAXES. THE
ACTUAL TAX AMOUNT TO BE PAID BY CUSTOMER WILL BE SHOWN ON CUSTOMER'S INVOICE. Shipping
and handling charges will be reflected on the final invoice. The Monthly Price on this Order Form has been rounded
to two decimal places for display purposes. As many as eight decimal places may be present in the actual price.
Due to the rounding calculations, the actual price may not display as expected when displayed on your Order Form.
Nonetheless, the actual price on your invoice is the true and binding total for this order for purposes of amounts owed
for the term. If you are tax exempt; please provide a copy of your "Tax Exempt Certificate" with your signed quote.
Kronos Incorporated 900 Challmsto rd Sueet Lowefl, MA 01851 1 800 225 1561 www ionos. rn
a, 4
KRONOS°
REMIT CHECKS TO: ELECTRONIC TRANSFERS TO: Invoice Number: 11573113
PO BOX 743208 Bank of America Page: 1 of 2
ATLANTA, GA 30374-3208 ABA 121000358
Account 1499687277 Invoice Date: 28-FEB-20
Due Date: 29-MAR-20
TAX ID 04-2640942
Bill To: 6123570 Ship To: 6123570
Attn: Accounts Payable DAN O'CONNOR —_
CITY OF SOUTH BEND CITY OF SOUTH BEND ®_
227 WEST JEFFERSON BLVD 227 WEST JEFFERSON BLVD —
SOUTH BEND, IN 46601 SOUTH BEND, IN 46601 =
Solution ID: 6123570 Contact: DAN O'CONNOR
Email:
Telephone Number:
Default Email:
Sales Order Number: Payment Terms: Net 30 Days
Contract Number: 00151598 Currency: USD
PSA Number: Sales Person:
Project Number: Shipping Reference:
Case Number: Ship Via:
Purchase Order Number: Ship Date:
Service QuantityStart Date End _.
Date Days Taxable Amount
WORKFORCE MANAGER V8 SAAS 10 28-APR-202 27-APR-2021 36, NO 1,560.0
WORKFORCE MOBILE MANAGER V8 SAAS 1C 28-APR-202027 APR-2021 365 NO 0.0C'.
Subtotall 1,560.00
Kronos Incorporated 900 Chelmsford Street Lowell, MA 01851 +1 800 225 1561 www.kronos.com
Invoice Number:
Invoice Date:
Due Date:
11573113
2 of
2D-FEB-2O
Krnnosischanging 0oe-mail invoicing in support m{Green inidmdvm5. |ndoing so, you will receive your billing documents
quicker, yavim0xa[mabka|hoeondmmsmmzt-)s. To ishthis, wc,,,,do need the address of your general AP e-mail box for
I)ifl'il'lgpLlff,)O$e$a�edtOOLJrSy,�,toti�. ]JAs can be accomplished simply by you sending an e-mail to
K�ustoum�r0��0��ponm�.�pnmrequesting iochange your hN;|n0preference t)e-mail only. This message should also include:
your company name, general AP e-mail address for billing purposes, and the Bill to customer number on your invoice. You
may also include all Kronos; account numbers for which you would like your billings sent electronically. Your support is
anticipated and very much appreciated.
Go -Green! Go Paperless!
Kmnos|ncorpomted 90OChelmsford Street Lowell, MAOl85l +18002251551 wwvwkronuocom
KRONOS
1 "I'll, 1'')
�.
REMIT CHECKS TO: ELECTRONIC TRANSFERS TO: Invoice Number: 11573112
PO BOX 743208 Bank of America Page: 1 of 2
ATLANTA, GA 30374-3208 ABA 121000358
Account 1499687277 Invoice Date: 28-FEB-20
Due Date: 29-MAR-20
TAX ID 04-2640942
Bill To: 6123570 Ship To: 6123570
Attn: Accounts Payable CITY OF SOUTH BEND
CITY OF SOUTH BEND 227 WEST JEFFERSON BLVD
227 WEST JEFFERSON BLVD SOUTH BEND, IN 46601
SOUTH BEND, IN 46601
Solution ID: 6123570 Contact: SANTIAGO GARCES
Email:
Telephone Number:
Default Email:
Sales Order Number: Payment Terms: Net 30 Days
Contract Number: 00151598 Currency: USD
PSA Number: Sales Person:
Project Number: Shipping Reference:
Case Number: Ship Via:
Purchase Order Number. Ship Date:
Service Quantity Start Date End Date Days Taxable Amount
KNOWLEDGE PASS SAAS WFC SMB 1 28-APR 202 27-APR 2021 _365 NO 0.0
Subtotal 0.00'
Service Quantity Start Date End Date Days Taxable Amount
WORKFORCE TIMEKEEPER V8 SAAS 1,_50_ 28-APR-202 27-APR 2021 365 NO 76,860.0
WORKFORCE HR V8 SAAS �mIT^^^^� _ 1,90 28-APRm 202 27-APR 2021 mmmmmm mm 365 NO 69,084.0
WORKFORCE ADMINISTRATOR HR/PR V8 SAAS 2 28-APR-202 27-APR-2021 365 NO 1,248.0
WORKFORCE EMPLOYEE HR/PR V8 SAAS ITmmmmmmmm µpmµ^ 1,90 28 APR-202 27 APR 2021 �366 m NO 0.001
ORKFORCE MANAGER HRIPR V8 SAAS 19 28-APR-202 27-APR-2021 36; NO 0.0
...__ ......... _ ..........
(SS TOOL,FT-PT ANALYSIS REPORT V8 SAAS 1 28-APR-202 27-APR-2021 36. NO 3,000.0
KSS TOOL, ATTESTATION TOOL KIT V8 SAAS 1,50C 28-APR-202 27-APR 2021 36 NO 4,680.0
..............
.....
LS .__ ,365
.__._ .
WORKFORCE ACCRUALS VS SAAS 1,50( 28-AP-R-202 27APR2021365I
_ NO 9,36D.0C
WORKFORCE EMPLOYEE V8 SAAS 1,50 28-APR-202 27 APR-2021 36 NO 0.0
.. .......... _.............. ......
__ ...__•__w
WORKFORCE MANAGER V8 SAAS 180 28-APR-202 27-APR-2021 365 NO 4,680.0
_ ..........._.__._w.w._...
_WORKFORCE ACTIVITIES V8 SAAS 30 28-APR-202( 27-APR-2021 365 NO 4,680.0
WORKFORCE INTEGRATION MANAGER V8 SAAS �� _ 1,50 28-APR-202( ._ ...___. -�� _......
27-APR 2021I 365 NO 0.0
ORKFORCE MOBILE EMPLOYEE V8 SAAS 1,500 28-APR-202 27-APR-2021 365 NO 0.0
�.._ ._.... .__ . ..... _......... ._.._
ORKFORCE MOBILE MANAGER V8 SAAS _ 180 28-APR-202 27-APR-2021 365 NO 0.0
�. WORKFORCE INTEGRATION MANAGER V8 TO TELESTAFF SAAS 1 28-APR-2A262T--;...._�.._----'-W__7 APR-2021 36 NO 0.0ORKFORCE PAYROLL V8 SAAS 1,90 28-APR-227-APR-2021 365 NO 69,084.0
_ .... ._. ....... _ _ ._ _._ .......... _.._......
Subtotal 242,676,00
Kronos Incorporated 900 Chelmsford Street Lowell, MA 01851 +1800 225 1561 www.kronos.com
Invoice Number:
Page:
Invoice Date:
Due Date:
11573112
2of2
28-FEB-20
29-MAR-20
Kronos is changing to e-mail invoicing in support of Green initiatives. In doing so, you will receive your billing documents
quicker, saving valuable time and resources. To accomplish this, we do need the address of your general AP e-mail box for
billing purposes added to our system. This can be accomplished simply by you sending an e-mail to
CustomerReg@Kronos.com requesting to change your billing preference to e-mail only. This message should also include:
your company name, general AP e-mail address for billing purposes, and the Bill to customer number on your invoice. You
may also include all Kronos account numbers for which you would like your billings sent electronically. Your support is
anticipated and very much appreciated,
Go -Green! Go Paperless!
Kronos Incorporated 900 Chelmsford Street Lowell. MA 01851 +1 800 225 1561 www.kronos.com
KRONOS
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���od�Vuw�. �pui IIu pu pu
REMIT CHECKS TO:
PO BOX 743208
ATLANTA, GA 30374-3208
TAX ID 04-2640942
III N1 (") III C^III',....
ELECTRONIC TRANSFERS TO: Invoice Number: 11586304
Bank of America Page: 1 of 2
ABA 121000358
Account 1499687277 Invoice Date: 30-MAR-20
Due Date: 29-APR-20
r,iv,/riid yri,.ar icm1 llr'.tncc sidvJcc lo i ono,", com
Bill To: 6132989
Ship To: 6123573
Attn: Accounts Payable
SOUTH BEND POLICE
CITY OF SOUTH BEND
701 W SAMPLE STREET
227 W JEFFERSON BLVD, SUITE 120ON
SOUTH BEND, IN 46601
SOUTH BEND, IN 46601
Solution ID: 6123573
Contact:
SANTIAGO GARCES
Email:
doconnor@southbendin.gov
Telephone Number:
Default Email:
doconnor@southbendin.gov
Sales Order Number:
Payment Terms:
Net 30 Days
Contract Number: 1198060 S01-APR-16
Currency:
USD
PSA Number:
Sales Person:
Project Number:
Shipping Reference:
Case Number:
Ship Via:
Purchase Order Number:
Ship Date:
Service
Covered Product
Quantity
Start Date
End Date
Days
Taxable
Amount
Subscription Software
WORKFORCE TELESTAFF
260
29-APR-2020
28-APR-2021
365
NO
811 .20
Service PEPM Monthly Fee
CONTACT MANAGER V5
Subscription Software
WORKFORCE TELESTAFF
260
29-APR-2020
28-APR-2021
365
NO
24,679.20
Service PEPM Monthly Fee
ENTERPRISE V5
Subscription Software
WORKFORCE TELESTAFF
1
29-APR-2020
28-APR-2021
365
NO
936.00
Service PEPM Monthly Fee
GATEWAY MANAGER V5
Subscription Software
WORKFORCE TELESTAFF
260
29-APR-2020
28-APR-2021
365
NO
1,622.40
Service PEPM Monthly Fee
GLOBAL ACCESS V5
Subscription Software
WORKFORCE TELESTAFF
260
29-APR-2020
28-APR-2021
365
NO
3,244.80
Service PEPM Monthly Fee
BIDDING V5
Subtotal
31,293.60
Kronos Incorporated 900 Chelmsford Street Lowell, MA 01851 +1 800 225 1561 www.kronos.com
KRONOS
� �� � . .����. � �ul����uuiu��i�ii�ull���uo�u���ull�����I�����,�„�������a���������,,,,,,�,������%,,;,
���od�Vuw�. �pui IIu pu pu
Invoice Number: 11586304
Page: 2 of 2
Invoice Date: 30-MAR-20
Due Date: 29-APR-20
III VO III C IIIIIIIIIC:
Description
Total Price
Subtotal:
31,293.60
Less Payment:
0.00
Shipping and Handling:
0.00
Tax:
0.00
Grand Total
31,293.60
Dear Valued Kronos Customer,
Kronos is changing to e-mail invoicing in support of Green initiatives. In doing so, you will receive your billing documents
quicker, saving valuable time and resources. To accomplish this, we do need the address of your general AP e-mail box for
billing purposes added to our system. This can be accomplished simply by you sending an e-mail to
CustomerReg@Kronos.com requesting to change your billing preference to e-mail only. This message should also include:
your company name, general AP e-mail address for billing purposes, and the Bill to customer number on your invoice. You
may also include all Kronos account numbers for which you would like your billings sent electronically. Your support is
anticipated and very much appreciated.
Go -Green! Go Paperless!
Kronos Incorporated 900 Chelmsford Street Lowell, MA 01851 +1 800 225 1561 www.kronos.com
Be|ovvisvvheneyoucanfindaUtheinfoyoumayneed'|fyouhaveaddhbona|quesions,just|etme
know.
And our dedicated Contract page:
nos
BOARD OF PUBLIC WORKS
AGENDA ITEM REVIEW REQUEST FORM
Date 03/31/2020
Department
Innovation &
Name Daniel R. O'Connor Technolo2v
BPW Date 04/14/2020 Phone Extension 6201
Review and Approval Required Prior to Submittal to Board
Diversity Compliance ® Officer Name Michael Patton
and Inclusion Officer
BPW Attorney ® Attorney Name Clara McDaniels
Dept. Attorney ® Attorney Name Sandra Kennedy
Purchasing ® Michael Schmidt
Check the Appropriate Item Type — Required for All Submissions
❑ Professional Services Agreement ❑ Contract ❑ Proposal
❑ Open Market Contract ❑ Amendment/Addendum ® Special Purchase, QPA
❑ Bid Opening ❑ Bid Award ❑ Req. to Advertise ❑ Title Sheet
❑ Quote Opening ❑ Quote Award ❑ Reject Bids/Quotes
❑ Proposal Opening ❑ C/O & PCA No. ❑ PCA
❑ Chg. Order, No. ❑ Traffic Control ❑ Resolution
n Other: n Ease./Encroach
Company or Vendor Name
New Vendor
MBE/WBE Contractor
Project Name
Project Number
Funding Source
Account No.
Amount
Information
Kronos Inc.
❑ Yes ❑ If Yes, Approved by Purchasing
® No
❑ WBE Completed E-Verify Form Attached ❑ Yes
No
Annual Kronos Software Licensing Renewal
IT Operating
279-0672-415.36-04
$281,769.60
Terms of Contract Renewal April 2020 through April 2021
Purpose/Description This is the annual renewal for Kronos Software products (Kronos
Timekeeper, Telestaff, HR, and Payroll. This does include the additional
quote for qty 100 Timekeeper licenses requested by HR in March
2020.
For Change Orders Only
Amount of ❑ Increase $
❑ Decrease ($ )
Previous Amount $
Increase %
Current Percent of Change: Decrease ( %)
New Amount $
Total Percent of Change: Increase %