SR 06-13-2023 5D
City Council
Report
City Council Meeting: June 13, 2023
Agenda Item: 5.D
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To: Mayor and City Council
From: Christopher Smith, Acting Chief Information Officer, Information Services
Department, Customer Experience and Support
Gigi Decavalles-Hughes, Director, Finance Department, Danny Alvarez, Fire
Chief, Fire Department
Subject: Approval to Amend Agreement with Kronos, Inc. for Software-As-A-Service
(SaaS) and Related Licenses
Recommended Action
Staff recommends that the City Council:
1. Adopt a finding of no possibility of significant effect pursuant to Section
15061(b)(3) (Common Sense Exemption) of the California Environmental Quality
Act (CEQA) Guidelines.
2. Authorize the City Manager to combine existing Sales Agreement and Software
License Agreement #8417 (CCS) and Software Maintenance and Support
Agreement #8434 (CCS) into a single contract for 5 years that would result in a
23-year amended agreement with Kronos Inc. (Kronos), for Software as a Service
(SaaS) and related licenses. This will result in a new grand total amount not to
exceed $3,425,461 (including 5% in contingency) with future year funding
contingent on Council budget approval.
Summary
The City uses Kronos Workforce Central, an electronic time-keeping system and
attendance record processing system, for employee timekeeping and payroll
processing. The Fire Department uses Kronos TeleStaff, an automated scheduling
solution designed for public safety. TeleStaff optimizes the scheduling, communications,
and deployment of public safety personnel and other critical resources. Staff would like
to take advantage of a one-time $89,900 incentive to upgrade from the City’s current
electronic time-keeping system, Kronos Workforce Central, to Kronos Dimensions.
Kronos Dimensions is a modern time-keeping system that would provide a unified
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platform for both TeleStaff and Workforce Central. Staff also requests authority to
purchase additional software services necessary to enhance custom integrations into
Kronos Workforce Central, transition, add additional security protections, and combine
the two existing contracts into one contract to streamline contract management.
Discussion
The City has used Kronos Workforce Central since 1998. Significant staff and financial
resources have been dedicated to customize, integrate, and configure Kronos
Workforce Central to support various work schedules and automate overtime
calculations supporting a variety of City work schedules. Integration has been
developed with the City’s current Financial and Human Resource Capital management
system, Tyler Munis, to import employee information into Kronos Workforce Central and
export time detail data from Kronos Workforce Central to Tyler Munis to streamline the
payroll process.
The City also uses Kronos TeleStaff in the Fire Department to make scheduling and
communication more efficient while ensuring 24x7 staffing, minimizing compliance risks,
and controlling labor costs. Since implementing the TeleStaff solution, staff has worked
with the vendor to customize Telestaff to implement requirements resulting from labor
negotiations lending to a highly customized product that has improved public safety staff
scheduling. Kronos will now incorporate both the Kronos Workforce Central and
Telestaff modules into one single cloud-hosted solution called Dimensions.
On December 11, 2021, Kronos experienced a ransomware attack and entities all over
the world could not process paychecks or access employee records until Kronos could
restore their systems in January 2022. This required City staff to manually process all
time-keeping functions including recording, approving, calculating, and exports of time
data for payroll processing. In the aftermath, Kronos has recommended that all clients
migrate to Dimensions and transition from the Kronos Private Cloud (currently utilized
by the City) to the Google Cloud. By moving to Google Cloud, employee data is
protected by including two-factor authentication and data encryption. The platform also
offers a range of security monitoring and detection tools, as well as support for a wide
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variety of security protocols and standards. This new secure platform will be more
protective of sensitive payroll data.
Kronos has also announced the end-of life for Kronos Workforce Central product as of
December 2025. At that time, the product will not be supported by Kronos a nd the City
will not have a supported timekeeping system. The current maintenance and support
agreement for Workforce Central also ends in December 2023. The upgrade requires a
one-time service cost of $139,900, however Kronos has offered a n incentive of $89,900,
contingent upon the City approving a new contract by June 30, 2023. The one -time
discounted amount to upgrade to Dimensions in FY 2023 -24 is $50,000 plus a one-time
Telestaff migration fee of $10,000. The City will pay an annual cost for the ma intenance
and support agreement of $151,634 in FY 2023 -24 with no annual increase over the
five-year agreement.
Vendor Selection
In 1998, Council authorized the purchase of a timekeeping and attendance system from
Kronos, Inc. Kronos was selected after a competitive bidding process, which resulted in
the evaluation of five vendors’ systems for their ability to meet the City’s needs. The
Kronos system was selected because it offered the most robust database, extensive
real-time reporting capabilities, a hardware and software platform that conforms to the
City standards to ensure support by existing personnel and compatibility with other City
systems and offered a turnkey solution with on-site and telephonic technical support
and a local training facility.
In 2004, Council authorized the purchase of TeleStaff, an automated staff scheduling
and notification system for the Fire Department. The system was selected after
evaluating multiple vendors’ systems for their ability to be customized to fit the Fire
Department’s complex call-out requirements, including accommodating for organization
specific rules in a decision-making hierarchy to automatically notify staff-via phone and
email with the details of their required attendance. In 2014, staff again evaluated
employee timekeeping and attendance management systems during the RFP process
for the new Enterprise Resource Planning system. However, none of the systems
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evaluated had the robust functionality of the Kronos Workforce Central and Kronos
TeleStaff systems and did not integrate attendance data and scheduled time worked
into the City’s financial management system.
Staff recommends that the City create a new contract with Kronos to continue to provide
software licenses and maintenance and support services on a sole source basis for the
Workforce Central and TeleStaff products and to migrate to the integrated Dimensions
products from Kronos Private Cloud to Google Cloud platform. The current software has
undergone years of customization and therefore a proprietary system and Kronos is the
only vendor that can provide maintenance and support for its software systems.
During the next 5 years, Staff commits to conducting a Request for Information to
determine if other platforms can provide the same level of ser vice and customization
and, if so, a Request for Proposal will be issued.
Environmental Review
The contract modification is categorically exempt from CEQA pursuant to Section
15061(b)(3) of the CEQA Guidelines. The award contract is covered by the common
sense exemption which states that CEQA does not apply, “where it can be seen with
certainty that there is no possibility that the activity in question may have a significant
effect on the environment.” The modification will allow the City to continue to utilize its
electronic time-keeping and attendance record processing system. Therefore, it can be
seen with certainty that the agreement would not result in adverse physical impacts on
the environment, and as such, is categorically exempt from CEQA.
Past Council Actions
Meeting Date Description
5/26/2005
(Attachment A)
Authorization to enter into an agreement with Kronos
08/25/2020
(Attachment B)
Sixth Modification to Agreement #8417 (CCS) with Kronos, Inc.
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Financial Impacts and Budget Actions
Staff seeks authority to approve funding from the General Fund and the Resource
Recovery and Recycling Fund to increase the total contract amount and consolidate the
previous Contracts #8417 and #8434 with Kronos for time-keeping and public safety
scheduling services. Funding will be included in the FY 2023-25 Proposed Biennial
Budget. Future year funding is contingent on Council budget approval.
Contract Modification Request
Agreement
#
Current
Authorized
Amount
FY23-24
Modified
Request Amount
Future Years Total
Modified Request
Amount
Account Number Total Amount
8417 $642,912 Various $642,912
8434 $1,900,125 Various $1,900,125
New
$7,248 C0105200.689000 $7,248
$40,041 C0106420.689000 $40,041
$2,711 01300001.529230 $2,711
$34,731 $78,088 01190001.529230 $112,819
$112,258 $449,031 01300001.529230 $561,288
$27,345 $109,382 01180001.529230 $136,727
$4,318 $17,272 54500002.529080 $21,590
Total $2,543,037 $228,652 $653,772 $3,425,461
Prepared By: Sreekanth Maddali, Principal Business Process Technology
Analyst.
Approved
Forwarded to Council
Attachments:
A. Staff Report - 05/26/2005 (Web Link)
B. Staff Report - 12/15/98 (Web Link)
C. 2017 OAKS INITIATIVE FORM
D. 04 Executed Kronos_8434_Mod_5
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E. 04 Executed Kronos_8417_Mod_6
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CITY OF SANTA MONICA
OAKS INITI ATIVE NOTICE
NOTICE TO APPLICANTS, BIDDERS, PROPOSERS
AND OTHERS SEEKING DISCRETIONARY PERMITS, CONTRACTS,
OR OTHER BENEFITS FROM THE CITY OF SANTA MONICA
Santa Monica’s voters adopted a City Charter amendment commonly known as
the Oaks Initiative. The Oaks Initiative requires the City to provide this notice and
information about the Initiative’s requirements. You may obtain a full copy of the Initiative’s
text from the City Clerk.
This information is required by City Charter Article XXII—Taxpayer Protection. It
prohibits a public off icial from receiving, and a person or entity from conferring, specified
personal benef its or campaign advantages from a person or entity after the official votes,
or otherwise takes official action, to award a “public benefit” to that person or entity. The
prohibition applies within and outside of the geographical boundaries of Santa Monica.
All persons or entities applying or receiving public benefits from the City of Santa
Monica shall provide the names of trustees, directors, partners, and officers, and names
of persons with more than a 10% equity, participation or revenue interest. An exception
exists f or persons serving in those capacities as volunteers, without compensation, for
organizations exempt from income taxes under Section 501(c)(3), (4), or (6), of the
Internal Revenue Code. However, this exception does not apply if the organization is a
political committee or controls political committees. Examples of a “public benefit” include
public contracts to provide goods or services worth more than $25,000 or a land use
approval worth more than $25,000 over a 12-month period.
In order to facilitate compliance with the requirements of the Oaks Initiative, the City
compiles and maintains certain information. That information includes the name of any
person or persons who is seeking a “public benefit.” If the “public benefit” is sought by an
entity, rather than an individual person, the information includes the name of every person
who is: (a) trustee, (b) director, (c) partner, (d) officer, or has (e) more than a ten percent
interest in the entity. Therefore, if you are seeking a “public benefit” covered by the Oaks
Initiative, you must supply that information on the Oaks Initiative Disclosure Form. This
inf ormation must be updated and supplied every 12 months.
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CITY OF SANTA MONICA
OAKS INITIATIVE DISCLOSURE FORM
In order to facilitate compliance with the requirements of the Oaks Initiative, the City
compiles and maintains certain information. That information includes the name of any
person or persons who is seeking a “public benefit.” If the “public benefit” is sought by
an entity, rather than an individual person, the information includes the name of every
person who is: (a) trustee, (b) director, (c) partner, (d) officer, or has (e) more than a ten
percent interest in the entity.
Public benefits include:
1.Personal services contracts in excess of $25,000 over any 12-month period;
2.Sale of material, equipment or supplies to the City in excess of $25,000 over a 12-
month period;
3.Purchase, sale or lease of real property to or from the City in excess of $25,000
over a 12- month period;
4.Non-competitive franchise awards with gross revenue of $50,000 or more in any
12-month period;
5.Land use variance, special use permit, or other exception to an established land
use plan, where the decision has a value in excess of $25,000;
6.Tax “abatement, exception, or benefit” of a value in excess of $5,000 in any 12-
month period; or
7.Payment of “cash or specie” of a net value to the recipient of $10,000 in any 12-
month period.
Name(s) of persons or entities receiving public benefit:
Name(s) of trustees, directors, partners, and officers:
Name(s) of persons with more than a 10% equity, participation, or revenue interest:
Prepared by: ____________________________Title: __________________________
Signature: ______________________________________ Date: ________________
Email: ____________________________________ Phone: ____________________
FOR CITY USE ONLY:
Bid/PO/Contract # ____________________________ Permit # ___________________________
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FIFTH MODIFICATION OF SOFTWARE MAINTENANCE
AND SUPPORT AGREEMENT NO. 8434 (CCS)
This Fifth Modification of Software Maintenance and Support Agreement Number 8434 (CCS)
(“Fifth Modification”), entered into as of ______________(“Execution Date”), by and between the
City of Santa Monica (“City”), a California municipal corporation, and Kronos Incorporated
(“Kronos”) is made with reference to the following:
RECITALS
A. On or about May 26, 2005, the City and Kronos entered into the Software Maintenance and
Support Agreement No. 8434 (CCS) for Software Maintenance and Support (“Original
Agreement”).
B. On or about December 23, 2008, the City and Kronos entered into a First Modification of the
Original Agreement (“First Modification”) to purchase additional software licenses and to add
maintenance and support services to the Original Agreement.
C. On or about July 24, 2015, the City and Kronos entered into a Second Modification of the
Original Agreement (“Second Modification”) to extend the term of the Original Agreement to
accommodate the City’s desire to receive maintenance and support services for an additional
five years.
D. On or about April 20, 2016, the City and Kronos entered into a Third Modification of the
Original Agreement (“Third Modification”) to purchase additional software licenses and to
add maintenance and support services to the Original Agreement.
E. On or about December 28, 2018, the City and Kronos entered into a Fourth Modification of
the Original Agreement (“Fourth Modification”) to convert the City’s perpetual Kronos
Workforce Central software licenses to Kronos Software as a Service (SaaS) licenses. The
Original Agreement, First Modification, Second Modification, Third Modification, and Fourth
Modification may be referred to collectively herein as “the Agreement.”
F. Concurrent with the execution of the Original Agreement, on or about May 26, 2005, the City
and Kronos entered into the Kronos Sales Agreement and Software License Agreement
Number 8417 (CCS) (“Original Sales Agreement”) for the purchase of certain software
licenses, equipment, and professional services that were the subject the maintenance and
support to be provided pursuant to the Agreement. The Original Sales Agreement was
subsequently modified by the parties on December 23, 2008, November 6, 2012, July 24,
2015, April 20, 2016, and December 28, 2018.
G. The City and Kronos now desire to enter into this Fifth Modification to the Agreement to
facilitate the migration of the City’s on-premises Workforce Telestaff Database to the Kronos
Cloud and to pay for professional services associated with hosting of the City’s database in the
cloud (the “Fifth Modification”).
DocuSign Envelope ID: 06581AAB-9E34-4BE7-BE64-34425BF3F0EA
12/23/2020
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TERMS AND CONDITIONS
Now, therefore, the undersigned parties do hereby mutually agree to modify the Agreement as
follows:
1. Section 1(B) of the Original Agreement entitled “Software Support Services” is modified to
include the following:
Workforce TeleStaff Enterprise Bundle Licenses. Kronos shall provide to City
the most current available version of the Workforce TeleStaff SaaS Applications in
the Kronos’ hosting environment, as described in the TeleStaff – Software as a
Service Terms and Conditions, attached hereto as Exhibit A-5. Kronos shall
provide the corresponding software licenses in accordance with the Kronos Order
Form dated 6/22/2020, attached hereto as Exhibit B-5.
2. Term. The term for the SaaS licenses covered by this Fifth Modification shall begin on the
Billing Start Date as set forth in Exhibit B-5 and shall terminate 36 months thereafter, unless
terminated earlier as set forth in the Agreement or extended by the parties in writing.
3. Section 4 of the Original Agreement entitled “Fees and Charges” is modified to include the
following:
A. For fiscal years 2020/21, 2021/22, and 2022/23, the annual fee for the software as
a service required for the Workforce TeleStaff Software and provided to City under
the Fifth Modification shall be no more than $14,400.00 per year.
B. The compensation paid by City to Kronos for the software as a service rendered to
City pursuant to the Fifth Modification shall not to exceed the amount of
$49,680.00.
C. The total amount of compensation paid by City to Kronos for any and all services
rendered under the Agreement and all subsequent modifications shall not exceed
$1,900,125.00 unless expressly modified by the parties in writing.
4. Except as expressly modified by this Fifth Modification, all other terms and conditions of the
Agreement shall be and remain in full force and effect.
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IN WITNESS WHEREOF, the parties have executed this Fifth Modification as of the date and
year first written above.
ATTEST:
______________________________
DENISE ANDERSON-WARREN
APPROVED AS TO FORM:
______________________________
LANE DILG
CITY OF SANTA MONICA,
a municipal corporation
By: ______________________________
RICK COLE
#VENDOR
By: ________________________________
DocuSign Envelope ID: 06581AAB-9E34-4BE7-BE64-34425BF3F0EA
Interim City Attorney
12/18/2020
George Cardona
Order Processing Analyst
UKG
12/22/2020
Nicole Dandurant
Interim City Manager
12/23/2020
Lane Dilg
City Clerk
12/24/2020
Denise Anderson-Warren
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Exhibit A-5
DocuSign Envelope ID: 06581AAB-9E34-4BE7-BE64-34425BF3F0EA
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To whom it may concern,
The City of Santa Monica has agreed to migrate their On-Premise Workforce Telestaff Database to
the Kronos Cloud. An annual payment of $14,400.00 is to be paid to host the Santa Monica Fire
Department’s Telestaff database. This includes one Production and Test Environment.
Kronos will maintain the servers until expiration of the contract.
Workforce Telestaff is used to fairly schedule public safety personnel, manage overtime
opportunities, and report findings and discrepancies through the collection of staffing data.
Kronos Incorporated (Headquarters)
900 Chelmsford Street
Lowell, MA 01851
Tel: +1 (978) 250 9800
Fax: +1 (978) 367 5900
Website: www.kronos.com
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Exhibit B-5
Quote #:
Expires:
Prepared By:
661759-1 (conversion), 661760-1 (add-on)
7/23/2020
Bryan Driscoll
Order Type:
Date:
Upgrade
6/22/2020
Bill To:
Attn:
Accounts Payable
Ship To:
Attn: Laura Smart
Santa Monica Fire Santa Monica Fire
333 Olympic Drive, 2nd Floor 333 Olympic Drive, 2nd Floor
Santa Monica, CA 90401
Email:
Santa Monica, CA 90401
exception@kronos.com
Solution ID: 6104398 FOB: Shipping Point
Currency: US Ship Method: FedEx Ground
Customer PO #: Freight Terms: Prepay & Add
Data Center: USA
Executive Name: Laura Smart
Executive Email: laura.smart@smgov.net
Program Manager Name: Laura Smart
Program Manager Email: laura.smart@smgov.net
Notes: .
This order is subject to the terms and conditions of that certain Kronos Sales Agreement and Software License Agreement No. 8417 (CCS) between City of Santa Monica and Kronos dated May 26,
2005, as amended by the First Modification dated December 23, 2008, as also amended by the Second Modification dated November 6, 2012, as also amended by the Third Modification dated
July 24,2015, as amended by the Fourth Modification dated April 20,2016, and as further amended by the Fifth Modification dated December 28, 2018.
Initial Term: Three Year
Billing Start Date: 90 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: Bill as you go, Monthly in arrears as delivered
KnowledgePass & Education Subscription: Upon execution of Order Form
The fees for the Applications are invoiced 60 days prior to the Billing Start Date.
Kronos will provide Customer read-only ODBC access into Customer’s production and non-production databases for Timekeeper/HRMS over secure connection (e.g. VPN). Customer is
responsible for establishing this secure connection to the Kronos Cloud and additional fees for that connection may apply. Kronos may, but is not obligated to, limit or block Customer’s database
read-only ODBC queries in order to prevent failure of the database due to overload. Kronos will not pay SLA credits for any Outage that is the result of overloading the database during read-only
ODBC access. Overall performance may be limited during peak processing periods, and Customer may need to limit resource intensive read-only ODBC queries to off-peak periods. Customer
acknowledges that read-only ODBC over a long distance secure connection is not a reliable protocol for it does not have retry logic built-in to handle connectivity issues. Kronos will not be
responsible for any changes required to Customer’s internal systems to account for limitations of read-only OBDC protocol.
This order is made as part of a Kronos promotion. All pricing is discounted solely in connection with such promotion and will not be applied to future orders. Customer’s Software Support and
Cloud Hosting services, as applicable, for the existing Workforce Central perpetual licenses shall continue, in accordance with Kronos Support policies, for a period of ninety (90) days from
execution of this Order Form, and shall terminate thereafter, unless Customer chooses to reinstate Software Support and Cloud Hosting services, as applicable, at applicable fees.
Workforce Central SaaS Monthly Service Fees shall be invoiced at the Billing Frequency indicated on this Order Form, commencing on the Billing Start Date. As of the Billing Start Date, Kronos will
credit any pre-paid but unused fees for Software Support and/or Cloud Hosting Services on the perpetual licenses, as applicable. Credits may be applied against any amounts owed to Kronos by
Customer until such credit is expended. Customer shall pay for Software Support and Cloud Hosting services fees, as applicable, on the perpetual licenses until the Workforce Central SaaS Billing
Start Date.
APPLICATIONS
Item License/Qty PEPM Monthly Price
Workforce TeleStaff Enterprise Bundle V7.1 150 $8.00 $1,200.00
Workforce TeleStaff Bidding v7.1 150 $0.00 Included
Monthly Total: $1,200.00
CLOUD SERVICES
Item Qty Unit Price Monthly Price
Read-Only ODBC Access to WFC/HR Database 1 $0.00 $0.00
Total Monthly: $0.00
CORE SMB PROFESSIONAL / EDUCATIONAL SERVICES
Item Duration Total Price
KnowledgePass SaaS WFC SMB Included
Total Price $0.00
Order Form - Workforce Central SaaS for SMB
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BILL AS YOU GO SERVICES
Item Qty Rate Billing Role Total Price
TSG Professional Services 14 $180.00 Solution Consultant $2,520.00
TSG Professional Services 11 $180.00 Project Manager $1,980.00
TSG Technical Services 12 $215.00 Technology Consultant $2,580.00
Paragon Online Remote Team 4 $180.00 Project Manager $720.00
Paragon Online Remote Team 24 $180.00 Solution Consultant $4,320.00
Paragon Online Remote Team 16 $180.00 Intergration Consultant $2,880.00
Paragon Senior Integration 8 $215.00 Senior Intergration Consultant $1,720.00
Total Price $16,720.00
SUMMARY
Item Total Price
Monthly Application Fee $1,200.00
Total Monthly Service Fees: $1,200.00
Bill As You Go Services $16,720.00
Total Bill As You Go: $16,720.00
Santa Monica Finance Department
By:
Name: Gigi Decavalles-Hughes
Kronos Incorporated
By:
Name:
Title: Director of Finance Title:
Date: July 13, 2020 Date:
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Customer Name: Santa Monica Fire Department SID: 6104398
Customer Contact: Tom Clemo Phone Number: 424-280-0490
Email Address: Tom.Clemo@smgov.net Currency: USD
Professional Services Work Order
Opportunity ID: SRVCS ONLY
Professional Services Objective/Outcome Deliverable
PSWO language <1,000ee:
Technical Upgrade Service Scope to the Kronos Cloud
• Cloud overview
• Installation of Workforce TeleStaff (1) PROD and (1) DEV
• System Overview
• (4) hours of testing support
• (4) hours of go live support
Assumptions
• All services delivered remotely.
• Customer is responsible for migration of the database to MS SQL prior to the upgrade.
• Each upgrade is considered as “like-for-like” and does not include customizations, configuration, new features or functionality other than what is required by the new version.
• Customer is responsible for recreating the tasks in excess of (5).
• Customer is responsible for testing the upgraded database in the development environment, not to exceed a (4) week time period and should mimic current end to end persona-based
tasks.
• The project will be closed after eight weeks if customer testing stalls and forward progress toward go live on the upgraded database ceases.
Any additional time required to assist customer will be managed through a mutually agreed upon change order signed by both parties.
Budget
Professional Services Part # Billing Role Contract Type UOM Qty. Rate Total Price
9990057-PRO Solution Consultant Time and Materials Hours 14 $180.00 $2,520.00
9990057-PRO Project Manager Time and Materials Hours 11 $180.00 $1,980.00
9990079-PRO Technology Consultant Time and Materials Hours 12 $215.00 $2,580.00
Time and Materials Hours $0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
Total Professional Services $7,080.00
Sales Executive: Bryan Driscoll Create Date: 6/22/2020
Author: Expiration Date: 7/23/2020
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Statement of Work for CITY OF SANTA
MONICA
Services Only_Integration Support
Sales Executive David Chetlain
Author Tammy Hilsgen
Expiration Date 7/23/2020
Quote Number 2020-56797
Revision # 1
Opportunity ID Opp-317247
Status Approved
Customer SID 6012149
(c) 2020, Kronos Incorporated and related companies. All rights reserved.
CONFIDENTIAL - Not to be disclosed to third parties without specific written consent from Kronos.
DocuSign Envelope ID: 06581AAB-9E34-4BE7-BE64-34425BF3F0EA
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Overview
This Statement of Work ("SOW") provides an overview of the project including scope, approach, costs,
and how the project will be managed. To support a successful implementation, the customer will
provide the required internal project resources.
Project Objectives
The City is looking to track hours when an employee switches roles. Example Fire Fighter or Fire
Prevention moves to working on the floor. Kronos will provide Professional Services to modify the
following existing integrations to include one additional field for the purpose of tracking job transfers:
• WFC / TeleStaff Bi-directional Integration
• Payroll Export from WFC to Tyler Munis
Assumption around integration modification is as follows:
• The position is already part of the labor structure
• Modification of pay policies (pay rules, work rules, schedule rules, overtime rules, pay codes, etc)
within WF Timekeeper and WF TeleStaff is excluded from the scope.
• Wages remain in Tyler Munis solution, no integration or manual maintain of wages in Kronos
• Creation of new integrations are excluded from the scope
The scope of the services will include the following:
• Professional Services will be delivered remotely; Professional Services are billed as consumed.
• A change in project scope may require additional professional services. Additional professional
services, if required, will be managed through the Kronos Change Order Process.
• Customer understands that all Kronos Consultant time must be scheduled in advance through the
Kronos Project Manager with a 1 hour minimum per AC/TC call/event.
• Kronos Project Manager is Project Coordination Level: resource, budget and billing management
• 2 Workforce Central environments
Project duration is expected to be 4 working weeks, based upon our experience with our customers and
products. Depending upon the preparation and engagement of your organization, there may be
opportunity to complete the project in a compressed duration. However, if project resources are
unprepared or unavailable, the duration of the project may need to be extended, increasing the budget
required to successfully complete this scope of work. Requests for additional scope or activities
outside of this planned project scope may be accommodated through the change process. In this
circumstance, Kronos may issue a change order to ensure the appropriate budget is available.
Kronos will deliver the scope of this project utilizing a remote approach.
Services Investment Summary
This SOW represents a time and materials engagement. Travel expenses are not included and will be
invoiced separately as incurred.
Service Type
Professional Services $9,640.00
$9,640.00
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Signatures and Approvals
SUBMITTED AND APPROVED BY KRONOS REPRESENTATIVE
By:
Title:
Date:
This Statement of Work is subject to the CITY OF SANTA MONICA's Workforce Central SaaS or
perpetual license agreement with Kronos governing Professional and Education Services. By signing
below, the authorized CITY OF SANTA MONICA's representative agrees to purchase the services
described herein.
ACCEPTED AND AGREED
CITY OF SANTA MONICA
By:
Date:
July 13, 2020
Title:
Director of Finance
CITY OF SANTA MONICA may make necessary copies of this document for the sole purpose of
facilitating internal evaluation and/or execution of proposed project. Otherwise, the document or any
part thereof may not be reproduced in any form without the written permission of Kronos Incorporated.
All rights reserved. Copyright 2020.
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SIXTH MODIFICATION OF
KRONOS SALES AGREEMENT AND
SOFTWARE LICENSE NO. 8417 (CCS)
This Sixth Modification of Kronos Sales Agreement and Software License Number
8417 (CCS) (“Fifth Modification”), entered into as of ______________(“Execution
Date”), by and between the City of Santa Monica, a municipal corporation (“City”),
and Kronos Incorporated (Kronos) is made with reference to the following:
RECITALS
A. On or about May 26, 2005, the City and Kronos entered into a Kronos Sales
Agreement and Software License Agreement Number 8417 (CCS) (“Original
Agreement”) for the purchase of certain software licenses and equipment.
B. On or about December 23, 2008, the City and Kronos entered into a First
Modification of the Kronos Sales Agreement and Software License (“First
Modification”) for the purchase of additional software licenses and professional
services.
C. On or about November 6, 2012, the City and Kronos entered into a Second
Modification of the Kronos Sales Agreement and Software License (“Second
Modification”) for the purchase of additional licenses and professional services.
D. On or about July 24, 2015, the City and Kronos entered into a Third Modification
of the Kronos Sales Agreement and Software License (“Third Modification”) for
the purchase of additional licenses, new software entitled “Workforce Mobile”,
and to develop new interfaces and to make changes to existing interfaces for the
new Enterprise Resource Planning System.
E. On or about April 20, 2016, the City and Kronos entered into a Fourth
Modification of the Kronos Sales Agreement and Software License (“Fourth
Modification”) for the City’s purchase of additional licenses and professional
services.
F. On or about December 28, 2018, the City and Kronos entered into a Fifth
Modification of the Kronos Sales Agreement and Software License (“Fifth
Modification”) where the City purchased from Kronos an upgrade to existing
services, including a Knowledge-Pass Education Subscription and upgraded
equipment. The parties also agreed to increase the contract price to pay for the
additional services and equipment, and the parties incorporated the City’s
insurance requirements into the agreement. The Original Agreement, First
Modification, Second Modification, Third Modification, Fourth Modification,
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and Fifth Modification may be referred to collectively herein as “the Agreement.”
G. The City and Kronos now desire to further modify the Agreement to provide for
the City’s additional purchase from Kronos of upgraded Telestaff services,
professional consulting services and training, and corresponding hardware and
equipment. The City and Kronos desire to increase the contract price accordingly
to pay for the additional professional services and equipment.
TERMS AND CONDITIONS
Now, therefore, the undersigned parties do hereby mutually agree to modify the
Agreement as follows:
1. Additional Software Services and Equipment . Section 1 of Agreement shall be
modified to include the following additional software services and equipment to
be provided to the City by Kronos:
1.1 Workforce TeleStaff Enterprise Bundle V7.1 Software. Kronos shall provide
the City with the Workforce TeleStaff upgrade services, training, professional
support services, corresponding equipment and hardware, as set forth in the
Order Form dated July 13, 2020 and attached hereto as Exhibit A-6. The
City’s cost for the software and services stated in Exhibit A-6, and shall be a
fixed cost in the amount of $16,720.00 as set forth in Exhibit B-6.
2. Total Amount Not to Exceed. The total amount of compensation paid to Kronos
for the Workforce TeleStaff upgrade services, training, professional support
services, corresponding equipment and hardware, as set forth in Exhibit A-6 and
authorized under this Sixth Modification, shall not exceed the sum of $34,228.
Accordingly, the total amount of compensation that may be paid to Kronos for all
software, equipment, and services provided by Kronos to the City under the
Agreement as subsequently modified shall not exceed Six Hundred Forty-Two
Thousand, Nine Hundred Twelve Dollars ($642,912). Kronos shall invoice the
City in the manner required by the Agreement and when all software, equipment,
and services have been provided to the City. The City will pay undisputed
invoices within 30 days of receipt.
3. Additional Exhibits. Exhibits A-6 and B-6, attached hereto, are incorporated into
the Agreement.
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4. Agreement to Remain in Effect. Except as expressly modified by this Sixth
Modification, all other terms and conditions of the Agreement shall be and
remain in full force and effect.
IN WITNESS WHEREOF, the parties have executed this Sixth Modification as of the
date and year first written above.
ATTEST:
______________________________
DENISE ANDERSON-WARREN
APPROVED AS TO FORM:
______________________________
LANE DILG
CITY OF SANTA MONICA,
a municipal corporation
By: ______________________________
RICK COLE
#VENDOR
By: ________________________________
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George Cardona
12/18/2020
Interim City Attorney
Nicole Dandurant
UKG
Order Processing Analyst
12/22/2020
Lane Dilg
Interim City Manager
12/23/2020
Denise Anderson-Warren
12/28/2020
City Clerk
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Exhibit A-6
Quote #:
Expires:
Prepared By:
661759-1 (conversion), 661760-1 (add-on)
7/23/2020
Bryan Driscoll
Order Type:
Date:
Upgrade
6/22/2020
Bill To:
Attn:
Accounts Payable
Ship To:
Attn: Laura Smart
Santa Monica Fire Santa Monica Fire
333 Olympic Drive, 2nd Floor 333 Olympic Drive, 2nd Floor
Santa Monica, CA 90401
Email:
Santa Monica, CA 90401
exception@kronos.com
Solution ID: 6104398 FOB: Shipping Point
Currency: US Ship Method: FedEx Ground
Customer PO #: Freight Terms: Prepay & Add
Data Center: USA
Executive Name: Laura Smart
Executive Email: laura.smart@smgov.net
Program Manager Name: Laura Smart
Program Manager Email: laura.smart@smgov.net
Notes: .
This order is subject to the terms and conditions of that certain Kronos Sales Agreement and Software License Agreement No. 8417 (CCS) between City of Santa Monica and Kronos dated May 26,
2005, as amended by the First Modification dated December 23, 2008, as also amended by the Second Modification dated November 6, 2012, as also amended by the Third Modification dated
July 24,2015, as amended by the Fourth Modification dated April 20,2016, and as further amended by the Fifth Modification dated December 28, 2018.
Initial Term: Three Year
Billing Start Date: 90 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: Bill as you go, Monthly in arrears as delivered
KnowledgePass & Education Subscription: Upon execution of Order Form
The fees for the Applications are invoiced 60 days prior to the Billing Start Date.
Kronos will provide Customer read-only ODBC access into Customer’s production and non-production databases for Timekeeper/HRMS over secure connection (e.g. VPN). Customer is
responsible for establishing this secure connection to the Kronos Cloud and additional fees for that connection may apply. Kronos may, but is not obligated to, limit or block Customer’s database
read-only ODBC queries in order to prevent failure of the database due to overload. Kronos will not pay SLA credits for any Outage that is the result of overloading the database during read-only
ODBC access. Overall performance may be limited during peak processing periods, and Customer may need to limit resource intensive read-only ODBC queries to off-peak periods. Customer
acknowledges that read-only ODBC over a long distance secure connection is not a reliable protocol for it does not have retry logic built-in to handle connectivity issues. Kronos will not be
responsible for any changes required to Customer’s internal systems to account for limitations of read-only OBDC protocol.
This order is made as part of a Kronos promotion. All pricing is discounted solely in connection with such promotion and will not be applied to future orders. Customer’s Software Support and
Cloud Hosting services, as applicable, for the existing Workforce Central perpetual licenses shall continue, in accordance with Kronos Support policies, for a period of ninety (90) days from
execution of this Order Form, and shall terminate thereafter, unless Customer chooses to reinstate Software Support and Cloud Hosting services, as applicable, at applicable fees.
Workforce Central SaaS Monthly Service Fees shall be invoiced at the Billing Frequency indicated on this Order Form, commencing on the Billing Start Date. As of the Billing Start Date, Kronos will
credit any pre-paid but unused fees for Software Support and/or Cloud Hosting Services on the perpetual licenses, as applicable. Credits may be applied against any amounts owed to Kronos by
Customer until such credit is expended. Customer shall pay for Software Support and Cloud Hosting services fees, as applicable, on the perpetual licenses until the Workforce Central SaaS Billing
Start Date.
APPLICATIONS
Item License/Qty PEPM Monthly Price
Workforce TeleStaff Enterprise Bundle V7.1 150 $8.00 $1,200.00
Workforce TeleStaff Bidding v7.1 150 $0.00 Included
Monthly Total: $1,200.00
CLOUD SERVICES
Item Qty Unit Price Monthly Price
Read-Only ODBC Access to WFC/HR Database 1 $0.00 $0.00
Total Monthly: $0.00
CORE SMB PROFESSIONAL / EDUCATIONAL SERVICES
Item Duration Total Price
KnowledgePass SaaS WFC SMB Included
Total Price $0.00
Order Form - Workforce Central SaaS for SMB
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BILL AS YOU GO SERVICES
Item Qty Rate Billing Role Total Price
TSG Professional Services 14 $180.00 Solution Consultant $2,520.00
TSG Professional Services 11 $180.00 Project Manager $1,980.00
TSG Technical Services 12 $215.00 Technology Consultant $2,580.00
Paragon Online Remote Team 4 $180.00 Project Manager $720.00
Paragon Online Remote Team 24 $180.00 Solution Consultant $4,320.00
Paragon Online Remote Team 16 $180.00 Intergration Consultant $2,880.00
Paragon Senior Integration 8 $215.00 Senior Intergration Consultant $1,720.00
Total Price $16,720.00
SUMMARY
Item Total Price
Monthly Application Fee $1,200.00
Total Monthly Service Fees: $1,200.00
Bill As You Go Services $16,720.00
Total Bill As You Go: $16,720.00
Santa Monica Finance Department
By:
Name: Gigi Decavalles-Hughes
Kronos Incorporated
By:
Name:
Title: Director of Finance Title:
Date: July 13, 2020 Date:
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Customer Name: Santa Monica Fire Department SID: 6104398
Customer Contact: Tom Clemo Phone Number: 424-280-0490
Email Address: Tom.Clemo@smgov.net Currency: USD
Professional Services Work Order
Opportunity ID: SRVCS ONLY
Professional Services Objective/Outcome Deliverable
PSWO language <1,000ee:
Technical Upgrade Service Scope to the Kronos Cloud
• Cloud overview
• Installation of Workforce TeleStaff (1) PROD and (1) DEV
• System Overview
• (4) hours of testing support
• (4) hours of go live support
Assumptions
• All services delivered remotely.
• Customer is responsible for migration of the database to MS SQL prior to the upgrade.
• Each upgrade is considered as “like-for-like” and does not include customizations, configuration, new features or functionality other than what is required by the new version.
• Customer is responsible for recreating the tasks in excess of (5).
• Customer is responsible for testing the upgraded database in the development environment, not to exceed a (4) week time period and should mimic current end to end persona-based
tasks.
• The project will be closed after eight weeks if customer testing stalls and forward progress toward go live on the upgraded database ceases.
Any additional time required to assist customer will be managed through a mutually agreed upon change order signed by both parties.
Budget
Professional Services Part # Billing Role Contract Type UOM Qty. Rate Total Price
9990057-PRO Solution Consultant Time and Materials Hours 14 $180.00 $2,520.00
9990057-PRO Project Manager Time and Materials Hours 11 $180.00 $1,980.00
9990079-PRO Technology Consultant Time and Materials Hours 12 $215.00 $2,580.00
Time and Materials Hours $0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
Total Professional Services $7,080.00
Sales Executive: Bryan Driscoll Create Date: 6/22/2020
Author:
Expiration Date: 7/23/2020
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Statement of Work for CITY OF SANTA
MONICA
Services Only_Integration Support
Sales Executive David Chetlain
Author Tammy Hilsgen
Expiration Date 7/23/2020
Quote Number 2020-56797
Revision # 1
Opportunity ID Opp-317247
Status Approved
Customer SID 6012149
(c) 2020, Kronos Incorporated and related companies. All rights reserved.
CONFIDENTIAL - Not to be disclosed to third parties without specific written consent from Kronos.
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Overview
This Statement of Work ("SOW") provides an overview of the project including scope, approach, costs,
and how the project will be managed. To support a successful implementation, the customer will
provide the required internal project resources.
Project Objectives
The City is looking to track hours when an employee switches roles. Example Fire Fighter or Fire
Prevention moves to working on the floor. Kronos will provide Professional Services to modify the
following existing integrations to include one additional field for the purpose of tracking job transfers:
• WFC / TeleStaff Bi-directional Integration
• Payroll Export from WFC to Tyler Munis
Assumption around integration modification is as follows:
• The position is already part of the labor structure
• Modification of pay policies (pay rules, work rules, schedule rules, overtime rules, pay codes, etc)
within WF Timekeeper and WF TeleStaff is excluded from the scope.
• Wages remain in Tyler Munis solution, no integration or manual maintain of wages in Kronos
• Creation of new integrations are excluded from the scope
The scope of the services will include the following:
• Professional Services will be delivered remotely; Professional Services are billed as consumed.
• A change in project scope may require additional professional services. Additional professional
services, if required, will be managed through the Kronos Change Order Process.
• Customer understands that all Kronos Consultant time must be scheduled in advance through the
Kronos Project Manager with a 1 hour minimum per AC/TC call/event.
• Kronos Project Manager is Project Coordination Level: resource, budget and billing management
• 2 Workforce Central environments
Project duration is expected to be 4 working weeks, based upon our experience with our customers and
products. Depending upon the preparation and engagement of your organization, there may be
opportunity to complete the project in a compressed duration. However, if project resources are
unprepared or unavailable, the duration of the project may need to be extended, increasing the budget
required to successfully complete this scope of work. Requests for additional scope or activities
outside of this planned project scope may be accommodated through the change process. In this
circumstance, Kronos may issue a change order to ensure the appropriate budget is available.
Kronos will deliver the scope of this project utilizing a remote approach.
Services Investment Summary
This SOW represents a time and materials engagement. Travel expenses are not included and will be
invoiced separately as incurred.
Service Type
Professional Services $9,640.00
$9,640.00
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Signatures and Approvals
SUBMITTED AND APPROVED BY KRONOS REPRESENTATIVE
By:
Title:
Date:
This Statement of Work is subject to the CITY OF SANTA MONICA's Workforce Central SaaS or
perpetual license agreement with Kronos governing Professional and Education Services. By signing
below, the authorized CITY OF SANTA MONICA's representative agrees to purchase the services
described herein.
ACCEPTED AND AGREED
CITY OF SANTA MONICA
By:
Date:
July 13, 2020
Title:
Director of Finance
CITY OF SANTA MONICA may make necessary copies of this document for the sole purpose of
facilitating internal evaluation and/or execution of proposed project. Otherwise, the document or any
part thereof may not be reproduced in any form without the written permission of Kronos Incorporated.
All rights reserved. Copyright 2020.
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Exhibit B-6
BUDGET
Product Price
TeleStaff Bundle Upgrade Services $16,720.00
TeleStaff Professional Services, Training, Hardware $13,044.00
Contingency $4,464.00
Total Amount for Sixth Modification $34,228.00
Total Contract Not to exceed $642,912.00
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