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HomeMy WebLinkAboutR-99-0376%I- J-99-445 5/14/99 RESOLUTION NO. 9 9` 376 A RESOLUTION OF THE MIAMI CITY COMMISSION, BY A 4/5THs AFFIRMATIVE VOTE, AFTER A DULY ADVERTISED PUBLIC HEARING, RATIFYING, APPROVING AND CONFIRMING THE CITY MANAGER'S FINDING OF SOLE SOURCE; WAIVING THE REQUIREMENTS FOR COMPETITIVE SEALED BIDS AND APPROVING THE ACQUISITION OF THE KRONOS PAYROLL SYSTEM YEAR 2000 (Y2K) UPGRADE, TRAINING, AND TECHNICAL SERVICES FROM KRONOS SYSTEMS INC., THE SOLE SOURCE PROVIDER, FOR THE DEPARTMENTS OF SOLID WASTE AND GENERAL SERVICES ADMINISTRATION, IN AN AMOUNT NOT TO EXCEED $35,426; ALLOCATING FUNDS THEREFOR FROM SOLID WASTE, ACCOUNT CODE NO. 422001.320302.850 ($17,713), AND GENERAL SERVICES ADMINISTRATION ACCOUNT CODE NOS. 502001,420101.840 ($15,000) AND 505000.420501.840($2,713). WHEREAS, the Departments of Solid Waste and General Services Administration require upgrade of their non compliant Year 2000 (Y2K) automated payroll software; and WHEREAS, Y2K software and hardware wrnil rl al l nw t-h.n departments to interface with the City's financial system resulting in automation for payroll purposes; and WHEREAS, the acquisition of said software and hardware provides for Y2K upgrade, training, and technical services; and WHEREAS, funds are available from the Departments of Solid CITY �N MEETING C; JUN o p� 1999 99- 376 4T ti.. 1 Waste, Account Code No. 422001.320302.850 ($17,713) and General Services Administration, Account Code Nos. 502001.420101.840 ($15,000) and 505000.420501.840 ($2,713); and WHEREAS, Kronos Systems Inc., is the sole manufacturer and distributor of the Kronos time and attendance system; and WHEREAS, the Chief Procurement Officer has adopted a finding that Kronos Systems Inc., is the only vendor able to provide the Y2K upgrade, training, and technical services for the product; and WHEREAS, the finding of the Chief Procurement Officer has been approved and adopted as the finding of the City Manager; and WHEREAS, the City Manager and the Directors of Solid Waste and General Services Administration recommend that the requirements for competitive sealed bids be waived and the purchase of Kronos payroll system Y2K upgrade, training, and technical services from Kronos Systems Inc., the sole source provider, be approved; NOW, THEREFORE, BE IT RESOLVED BY THE COMMISSION OF THE CITY OF MIAMI, FLORIDA: Section 1. The recitals and findings contained in the Preamble to this Resolution are hereby adopted by reference thereto and incorporated herein as if fully set forth in this Section. Section 2. By a four -fifths (4/51h,) affirmative vote of the members of the City Commission, after a duly advertised public hearing, ratify, approve, and confirm the City Manager's finding of sole source, waiving the requirements for competitive 2 - 99- v~i lk `w VW - sealed bids, and approve the purchase of Kronos payroll system Y2K upgrade, training, and technical services from Kronos Systems Inc., the sole source provider, for the Departments of Solid Waste and General Services Administration, in an amount not to exceed $35,426; with funds therefor hereby allocated from the Departments of Solid Waste, Account Code No. 422001.320302.850 ($17,713) and General Services Administration Account Code Nos. 502001.420101.840 ($15,000) and 505000.420501.840 ($2,713). Section 3. This Resolution shall become effective immediately upon its adoption and signature of the Mayor Y PASSED AND ADOPTED this 8th day of June 1 1999• JOE CAROLLO, MAYOR In accordance with Miami Code Sec. 2-36, since the Mayor did not indicate approval of this legislation by signing it in the dssignat©d p#9 provided, said legislation now becomes effective with the elapse of ten da from the date of Commission action regarding same, without the Mayprpe isin ATTEST: Walter,Y a , City Clerk WALTER J. FOEMAN CITY CLERK APPROVED" S T FO ✓' D CORRECTNESS :- /7W32 RNEY �i If the Mayor does not sign this Resolution, it shall become effective at the end of ten calendar days from the date it was passed and adopted. If the Mayor vetoes this Resolution, it shall become effective immediately upon override of the veto by the City Commission. - 3 - 99- �'7G r CITY OF MIAMI, FLORIDA 2 INTER -OFFICE MEMORANDUM TO: The Honorable Mayor and Members DATE: MAY 2 8 1999 FILE of the City Commission SUBJECT: Resolution Authorizing Sole Source Purchase of Kronos Time and Attendance FROM: < REFERENCES: System Upgrade — Donald City Manager ENCLOSURES: Recommendation It is respectfully recommended that the City Commission approve, and confirm by a four fifths (4/5ths) affirmation vote, the City Manger's finding of a sole source acquisition and the waiving of the competitive sealed bid requirements in approving the purchase of the Kronos payroll system Y2K upgrade, training, and technical services from Kronos Systems Incorporated, a non -minority non -local vendor, located at 301 Yamato Road, Suite 3150, Boca Raton, Florida 33431, in a total award amount not to exceed $35,426, for the Departments of Solid Waste and General Services Administration. Funds are available in the FY '99 Department of Solid Waste, Account Code, 422001.320302.850, in the amount of $17,713; and in the FY '99 General Services Administration's, Account Code, 502001.420101.840, in the amount of $15,000, and Account Code, 505000.420501.840, in the amount of $2,713. Background The Departments of Solid Waste and General Services Administration currently use the automated Kronos payroll time and attendance software. This system operates in a DOS format, and is not Y2K compliant. The proposed authorization shall purchase the Windows version of the software, license multiple users, provide professional services and training, and the first year maintenance contract. The Kronos payroll time and attendance software allows for the automated time and attendance recording for all Solid Waste and General Services Administration emplovees. It interfaces with the City's financial system, resulting in the automation of time and attendance for payroll purposes. This software system is efficient, and accurate, resulting in operating savings to the city, while maintaining payroll integrity. Kronos Systems Incorporated is the manufacturer of the system and it's software is proprietary to Kronos. Since the current system is Kronos, the upgrade would be a sole source acquisition. DHW/FJVVTAP:om GSA/MeKronos.doc la to 99- ' CITY OF MIAMI, FLORIDA INTER -OFFICE MEMORANDUM TO: Donald H. Warshaw DATE : April 21. 1999 FILE: City Manager SUBJECT: Sole Source Request for Purchase of Kronos Time and Attendance System Upgrade FROM: REFERENCES: C er. Director t of Purchasing ENCLOSURES: An invests ion was conducted by the staff from the Department of Purchasing to determine whether Kronos Systems Incorporate a non -minority / non -local vendor located at 301 Yamato Road, Suite 3150, Boca Raton, Florida 33431. is the sole so Ice provider of the Kronos payroll system Y2K upgrade, training, and technical services, for the Departments of General Services Administration (GSA) and Solid Waste, in a total amount not to exceed $35,426.00. The Kronos payroll time and attendance software was initially acquired by the Departments of Solid Waste and General Services Administration via Resolution 92-372. This system operates in a DOS format, and is not Y2K compliant. The Kronos payroll time and attendance software allows for the automated time and attendance recording for employees of the two (2) respective Departments. It interfaces with the City's financial system, resulting in the automation of time and attendance for payroll purposes. The Departments reported the system is efficient and accurate, and results in savings to the City while maintaining payroll integrity. It is the Departments' request to purchase the Windows version of the software that is Y2K compliant, license multiple users, provide professional services and training, and obtain a maintenance contract for the first year. According to Ms. Lori Martin, Sr. Systems Sales Representative from Kronos, Kronos is the only vendor who designs, manufactures and supports its own hardware and software, and issues one or two new releases of software each year. This system is only marketed through either a Corporate or Kronos Authorized Dealer, and each office and dealer has their own designated territory with no overlapping of boundaries. The proposed Kronos system will be licensed from Kronos' Corporate Office in Massachusetts. According to Kronos, no other vendor can upgrade the Kronos payroll time and attendance system except for Kronos. Kronos Systems Incorporates is the manufacturer of the system, and it's software is proprietary to Kronos. Accordingly, I am recommending that the requirements for competitive bidding be waived, and these findings be approved: Kronos Systems Incorporated is the sole source provider of the Kronos time and attendance system upgrade, for the Departments of General Services Administration (GSA) and Solid Waste, for a total amount not to exceed $35,426.00. Funds are available in the FY '99 Department of Solid Waste, Account Code 422001.320302.850 in the amount of $17,713; and in the FY '99 General Services Administration's Account Code 502001.420501.840 in the amount of $15,000, and Account Code 5050 the amount of $2,713. '6nald H. Warshaw City Manager DH WB W H/J SC/peb SOL E SO U RCEkronos Upgrade P Date• "9- 376 TO: Judy S. Carter, Director Department of Purchasing FROM:: !��'%r(6 L _✓�L.L/iL_.,' Pamela E. Burns Sr. Procurement Contracts Officer CITY OF MIAMI, FLORIDA INTER -OFFICE MEMORANDUM DATE: Apri 121, 1999 FILE SUBJECT: Sole Source Request for Purchase of Kronos Time and Attendance System Upgrade REFERENCES: ENCLOSURES: An investigation was conducted to determine whether Kronos Systems Incorporated, a non -minority / non -local vendor located at 301 Yamato Road, Suite 3150, Boca Raton, Florida 33431, is the sole source provider of the Kronos payroll system Y2K upgrade, training, and technical services, for the Departments of General Services Administration (GSA) and Solid Waste, in a total amount not to exceed $35,426.00. The Kronos payroll time and attendance software was initially acquired by the Departments of Solid Waste and General Services Administration via Resolution No. 92-372. This system operates in a DOS format, and is not Y2K compliant. The Kronos payroll time and attendance software allows for the automated time and attendance recording for employees of the two (2) respective Departments. It interfaces with the City's financial system, resulting in the automation of time and attendance for payroll purposes. The Departments reported the system is efficient and accurate, and results in savings to the City while maintaining payroll integrity. It is the Departments' request to purchase the Windows version of the software that is Y2K compliant, license multiple users, provide professional services and training, and obtain a maintenance contract for the first year. According to Ms. Lori Martin, Sr. Systems Sales Representative from Kronos, Kronos is the only vendor who designs, manufactures and supports its own hardware and software, and issues one or two new releases of software each year. This system is only marketed through either a Corporate orKronos Authorized Dealer, and each office and dealer has their own designated territory with no overlapping of boundaries. The proposed Kronos system will be licensed from Kronos' Corporate Office in Massachusetts. According to Kronos, no other vendor can upgrade the Kronos payroll time and attendance system except for Kronos. Kronos Systems Incorporates is the manufacturer of the system, and it's software is proprietary to Kronos. Accordingly, I am recommending that the requirements for competitive bidding be waived, and these findings be approved: Kronos Systems Incorporated is the sole source provider of the Kronos time and attendance system upgrade, for the Departments of General Services Administration (GSA) and Solid Waste, for a total amount not to exceed $35,426.00. Funds are available in the FY '99 Department of Solid Waste, Account Code 422001.320302.850 in the amount of $17,713; and in the FY '99 General Services Administration's Account Code 502001.420501.840 in the amount of $15,000, and Account Code 505000.420501.840 in the amount of $2,713. APPROVED c: Juan Pascual, GS SOLE SOU RCEkronosUpgrade 1N DATE: dy, a irecto mfProcfruO A 99— ' 7 6 APR. 'r . 1999 le: i ipm KRUNUS OHLHVUU NU. bb r r. el Z5 �s.A Kronos Systems Incorporated Winderley Place, Suite 120IN Maitland, Florida 9275,`/ (407) 667-0101 Restmilo (407) 667-0141 April 7, 1999 Ms. Judy Carter Chief Procurement Officer City of Miami 444 SW 2nd Avenue 6th Floor Miami, FL 33142 This letter is in response to your request for information on the following: Why Sole Source Kronos? THE KRONOSs TIMEKEEPER CENTRAL SYSTEM Kronos® Incorporated's Timekeeper Central® Software System is an integrated time accounting solution, which includes intelligent data collection terminals and menu -driven software package for a wide variety of operating systems such as: • Off -the -shelf or custom interfaced to payroll • Financial programs • Human resources programs This system automatically records and calculates employee punch data. Next, the system automatically consolidates reports and distributes the labor hours information. Finally, the data can be communicated directly to payroll for paycheck generation. The system also generates real-time labor management reports to control labor costs more effectively. Kronos is the industry leader in timekeeping systems with 70% of the market share, over 100,000 customers and 20 years dedicated solely to time and attendance. In addition, we have installations world-wide. Kronos is the only vendor who designs, manufactures and supports its own hardware and software. Also of great importance is the fact that we issue one or two new releases of software every year. - The on -site service and support is provided from a local office. The system is only marketed through either a Corporate office or a Kronos Authorized Dealer, Each office and dealer has their own designated territory with no 99- 3`76 A. Nhh r.17y*j ie;ivvt KK1UNVS VKLRAVU NV.Ubr h'.did overlapping of boundaries. The system proposed will be licensed from Kronos's Corporate Office in Waltham, Massachusetts. If you have any additional questions, please do not hesitate to contact me at 407w 659-3817. Sinc iy, — I Lori artin Sr. Systems Sales Representative Government/Education Division i CITY OF MIAMI, FLORIDA INTER -OFFICE MEMORANDUM Donald H. Warshaw April 1, 1999 TO : DATE: FILE City Manager SUBJECT: Funding Verification for Sole Source Purchase of Kronos Upgrade FROM: �� REFERENCES: LyJ/�' uPascual, Director eneral Services Administration ENCLOSURES: The Department of General Services Administration has verified with the Department of Management and Budget that funds are available in an amount not to exceed $35,426; from FY '99 Solid Waste, Account Code, 422001.320302.850, in the amount of $17,713; and in the FY '99 General Services Administration, Account Code, 502001.420101.840, in the amount of $15,000, and Account Code, 505000.420501.840, in the amount of $2,713. of Mtr Budgetary Review and Approval By: }� :t & 11111111110st L Dipak Parekh, Director Ar_ s Department of Management and Budget >avE . -it donber: 9001, DHW/RW P/om Ve GSAIMeKronosVerificadon.doc Ctfy of Miami Ma11i19t & Budget Date Time is ai;a ie �r. account number: Verified by: SIOWAnIM ti. City of Miami Managoment & Budget Date Time 7;610 (AN1 Amount of $ / 1, 3.58 � is available in account number: S05000. 1050! . 66 .8'td 90 Verified by: S1 N URE 99— �7V c w "4' Budgetary Impact Analysis 1. Department General Services Division Administration 2. Agenda Item # (if available) 3. Title and brief description of legislation or attach ordinance/resolution: Authorization for Kronos Upgrade 4. Is this item related to revenue? NO: x YES (If yes, skip to item #7.) 5. Are there sufficient funds in Line Item? 15,000 * YES: Y Index Code 5 0 2 0 01. 4 2 0 l 01Minor Obj. Code 840 Amount $ NO: _ Complete the following questions: 18,253 6. Source of funds: Amount budgeted in the Line Item $ Amount needed in the Line Item $ 15,000 Sufficient funds will be transferred from the following line items: ACTION ACCOUNT NUMBER. ACCOUNT NAME TOTAL Index/Minor Object/Project No. From $ To $ 7. Any additional comments? * Also funded from Index Code 505000.420501.6.840 in the amount of $2,713. Amount budgeted is - is upgra e is necessary - App �ed } 8. rtment Director/Designee ate FO EPARTMENT OF MANAGEMENT AND BUDGET USE ONLY Verified by: Verified by: / Department anagement and Budget D' a ;or/Designee y c A Budget Analyst y/� Date I Date 9 9'7 6 r �P-OcJ-i acU i :: _0 SOLID 61PSTE ,E.rl = 5 5: :8 P. 01 r - Bud.Satary Impact Analysis 1. DADartment solid Waste DiviaiunAdministration — 3. Agenda ILuxu A «awUable) 9. Title said brief deea4tion of lesidation or attach ordinaucelresoludon: -_ Authorization for Xronoa Upgrade 4. Is thin item relatedv revenue? NO: Y39 g.�. WYM, Skip to item #7..) o. Am there sumaeat hmda in Line Ito=? M: -.L LWW 00 6.47ZQQI --3 111.0? . Minor Old. Ca& e5, oAmount $=5.0bg! NO: __,_ Compiow theJbilownequestiona: 6 . Sowrco offunde$ Am =t budptedin the Ltn® r%= I�E,9o2.09 Amount n"ded in the Line Ito= S _ Su: icmt funds wlll be traw&=ea firm the ibliawin$ Sins itp!MS: , 7. A Y additional eomments? bAd •c oy jawvai vwguire4 for she necessary upgrade to the windcws version o ran®i. Approd by; 8. Dsslalsnt D 0 ap ♦ems Dr. iiW/A4404 a(e' 171 Ld A.=b%t Dats Data 4126199 I a R INTER -OFFICE NIUAORANDUNI Juan Pascual & Clarence Patterson 99 MR22 PM 2�APch 19, 1999 Director GSA & Solid Waste Depar Kronos Upgrade ADMINISTRATIVE OFFIr.ES -rr� hEJ:� 4'r'(CEi AG1lIN Aldo G. Stancato=E=ERE%CES Director Information and Tec nology Department As you are both well aware, the KRONOS system at each of your sites is not Year 2000 compliant. Ana Kokenge-has met with each of your staff members on several occasions on this issue and thus recommend the following. • Upgrade to the windows version of KRONOS at a cost of $15,068 for Solid Waste and $15,068 for General Services for a total of $30,136. Annual maintenance for each department is $2,645. This recommendation is based on the needs as discussed with your staff for additional software licenses, software upgrades and KRONOS hardware. The attached list includes the detail of the items. Since these costs are over $4,500, I am also recommending that you jointly go to commission on this item with reference as a sole source upgrade. GSA has agreed to draft the resolution. My staff can assist in any backup documentation that may be needed from KRONOS. • Upgrade the KREDITS program from QBasic to Visual Basic. Unfortunately, my staff cannot assist with the programming. Thus, I recommend you obtain contracting services from Mega -Data to rewrite the current KREDITS program at a cost of $2800. I can assist with the purchase order backup materials. I have obtained two other bids that can be submitted to Procurement. Although Mega -Data is not the lowest of the bids (one was for $2300) they are willing to provide additional services that I feel are worth the additional minor increment. Additionally, the PC's where the KRONOS software is installed is not Year 2000 compliant, thus, new hardware will need to be purchased and installed as well. The hardware upgrades are not part of this recommendation due to other projects your departments are currently proceeding towards upgrades of your PC equipment. If you have any questions, please do not hesitate to contact Annie Kokenge at 416-1513 on this matter. AMK/amk C: Bertha Henry, Assistant City Manager Ana Kokenge, Information Technology Department Leo Lyttle, Information Technology Department Robert G. Webb, Information Technology Department Mary Bennett, Solid Waste Alex Martinez, General Services Administration g9- 6,7G ■ y 1 KRONOS Upgrade Costs Y2K GSA & SW Description Upgrade Annual Maintenance TKC for Windows - 5 users 4,208 1,200 Archive for 5 users 1,200 450 Cardsaver for 5 users 1,200 450 Professional Services & Training' 3,000 - Additionai Training for Supervisor(5 x 180) ¢ 2X380 1,660 - Hand Punch Terminal 2,590 320 Database poster Windows 11210 225 Total 15,068 2,645 1a c1� I Revised: 3/19/99 1 M KronosUpgrade.xis AWARD SOLE SOURCE 98-99-OS9 ITEM: Kronos Time and Attendance System Upgrade DEPARTMENT: Solid Waste and General Services Administration TYPE OF PURCHASE: Short Term Contract REASON: The acquisition of the upgrade of the Kronos payroll time and attendance software is needed as the current system operates in a DOS format instead of a Windows version, and is not Y2K compliant. The acquisition of the upgrade will include the purchase of the Windows version of the software, license multiple users, provide professional services and training, and include the maintenance for the first year of the upgrade. As manufacturer, only Kronos can upgrade its existing system. RECOMMENDATION: It is recommended that award be made to Kronos Systems Incorporated, (non-local/non- minority) for the acquisition of the Kronos payroll system Y2K upgrade, training, and technical services, from various accounts of Solid Waste and General Services Administration, for a total cost not to exceed $35,426.00. AwardSoleSourceKronosUpgrade 'M. D��4 4-n CL" u� Fal --' ' S. r Director of Pulsing sing Date 99-- 916 CITY OF MIAMI, FLORIDA INTER -OFFICE MEMORANDUM TO: Walter J. Foeman DATE: April 23, 1999 FILE: C' erk SUBJECT: public Hearing Notice Competitive Bid Waiver Kronos Time and Attendance FRO�u1- �/ ascual, Director REFERE"'System Upgrade epartment of General Services Administration ENCLOSURES: Attached please find the public hearing notice for a waiver of the requirement for competitive bids for the purchase of the Kronos payroll time and attendance system software upgrade, from Kronos Systems Incorporated, for the Departments of General Services Administration and Solid Waste scheduled for the Commission Meeting of May 25, 1999. Feel free to contact Mr. Alex Martinez, Assistant Director of G.S.A., at (305) 575-5130 if you have any que§ii�. attachment �4' vi Alonso, Agenda Coordinator Date CITY OF MIAMI NOTICE TO THE PUBLIC A public hearing will be held by the City Commission of the City of Miami, Florida on May 25, 1999, at a.m. in the City Commission Chambers at City Hall, 3500 Pan American Drive, Miami, Florida, for the purpose of waiving the requirements of obtaining sealed bids for the purchase of the Kronos payroll time and attendance system software upgrade which includes the Windows version of the software, license multiple users, provide professional services and training, and the first year maintenance contract from Kronos Systems Incorporated, located at 555 Winderley Place, Maitland, Florida 32751, in amount not to exceed $35,426. Inquiries from other potential sources of such a product who feel that they might be able to satisfy the City's requirement for this item may contact Mr. Alex Martinez, Assistant Director of the General Services Administration Department at (305) 575-5130. � - 276 %1.