Exhibit 1 - Agenda Information SheetCity of Denton
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AGENDA INFORMATION SHEET
DEPARTMENT: Procurement
ACM: Christine Taylor
DATE: May 20, 2025
SUBJECT
Consider adoption of an ordinance of the City of Denton, a Texas home-rule municipal corporation,
authorizing the City Manager to execute a contract with UKG Kronos Systems, LLC, through the Omnia
Partners Cooperative Purchasing Network Contract #18220, for software maintenance and continued
vendor support of the automated timekeeping and attendance software, purchase of licenses, and timeclock
hardware for the Technology Services Department; providing for the expenditure of funds therefor; and
providing an effective date (File 8620 – awarded to UKG Kronos Systems, LLC, for one (1) year, with the
option for four (4) additional one (1) year extensions, in the total five (5) year not-to-exceed amount of
$2,325,000.00).
STRATEGIC ALIGNMENT
This action supports Key Focus Area: Pursue Organizational Excellence and Collaborative and Respectful
Leadership.
INFORMATION/BACKGROUND
The City of Denton uses the Kronos Automated Timekeeping and Attendance Software system to keep
track of city staff’s time. This includes the following benefits: standardized timekeeping, scheduling tied to
timekeeping, automation of leave requests, automation of leave accruals, automation of FMLA leave,
employee access to individual time and leave at work or remotely, audit trail of time approvals by employee
and supervisor, and ensuring overtime approval by supervisors.
It is essential for the City of Denton to keep current maintenance with the software vendor in order to ensure
availability of upgrades, software fixes, and access to knowledge and support resources. Kronos equipment
and software are licensed and maintained only by Kronos.
Contract Term Estimated Annual Spend
Year 1 $309,965.12
Year 2 331,662.68
Year 3 354,879.07
Year 4 379,720.60
Year 5 406,301.04
Contingency 542,471.49
Total Contract NTE Amount $2,325,000.00
City Hall
215 E. McKinney Street
Denton, Texas
www.cityofdenton.com
Pricing obtained through the Omnia Partners Cooperative Purchasing Network has been competitively bid
and meets the statutory requirements of Texas Local Government Code 271.102.
PRIOR ACTION/REVIEW (COUNCIL, BOARDS, COMMISSIONS)
On September 14, 2021, City Council approved the interlocal agreement with Omnia Partners (Ordinance
21-1842).
RECOMMENDATION
Award a contract with UKG Kronos Systems, LLC for software maintenance and continued vendor support
of the automated timekeeping and attendance software, purchase of licenses, and timeclock hardware for
the Technology Services Department, in a one (1) year, with the option for four (4) additional one (1) year
extensions, in the total five (5) year not-to-exceed amount of $2,325,000.
PRINCIPAL PLACE OF BUSINESS
UKG Kronos Systems, LLC
Lowell, MA
ESTIMATED SCHEDULE OF PROJECT
This is an initial one (1) year contract with options to extend the contract for four (4) additional one (1) year
periods, with all terms and conditions remaining the same. This Omnia contract expires on September 17,
2025.
FISCAL INFORMATION
These services will be funded from Technology Services operating account 830400.7804 in FY24- 25 and
in 830400.7803 in FY25- 26. Requisitions will be entered on an as-needed basis. The budgeted amount for
this item is $2,325,000. The City will only pay for services rendered and is not obligated to pay the full
contract amount unless needed
EXHIBITS
Exhibit 1: Agenda Information Sheet
Exhibit 2: Ordinance and Contract
Respectfully submitted:
Lori Hewell, 940-349-7100
Purchasing Manager
For information concerning this acquisition, contact: Leisha Meine, 940-349-7823.
Legal point of contact: Marcella Lunn at 940-349-8333.