Exhibit 1 - Agenda Information SheetCity of Denton
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AGENDA INFORMATION SHEET
DEPARTMENT: Procurement & Compliance
CFO: Antonio Puente, Jr.
DATE: December 17, 2019
SUBJECT
Consider adoption of an ordinance of the City of Denton, a Texas home-rule municipal corporation,
authorizing the City Manager, or his designee, to execute a contract with Kronos Incorporated, through the
US Communities Government Purchasing Alliance Contract #18220 for Automated Timekeeping and
Attendance software, maintenance and purchase of licenses; providing for the expenditure of funds therefor;
and providing an effective date (File 7144 – awarded to Kronos Incorporated, in the five (5) year not-to-
exceed amount of $1,634,025).
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 is licensed and maintained only by Kronos.
Pricing obtained through the US Communities contract has been competitively bid and meets the statutory
requirements of Texas Local Government Code 271.102.
PRIOR ACTION/REVIEW (COUNCIL, BOARDS, COMMISSIONS)
On January 21, 2003, Council approved the interlocal agreement with the US Communities Cooperative
Purchasing Network (Ordinance 2003-017).
RECOMMENDATION
Award a contract with Kronos Incorporated, for Automated Timekeeping and Attendance software,
maintenance and purchase of licenses, in a five (5) year amount not-to-exceed amount of $1,634,025.
City Hall
215 E. McKinney Street
Denton, Texas
www.cityofdenton.com
Year 1 Year 2 Year 3 Year 4 Year 5
Licenses Maintenance $197,203 $211,007 $225,778 $241,582 $258,493
Timeclock Maintenance $22,500 $23,400 $24,336 $25,309 $26,320
50 Professional Service Hours $9,910 $9,910 $9,910 $9,910 $9,910
Training $9,000 $9,000 $9,000 $9,000 $9,000
Upgrade (375 Prof. Svs Hrs) $67,500 - - - $67,500
10% Contingency $30,611 $25,332 $26,902 $28,580 $37,122
Total $336,724 $278,649 $295,926 $314,381 $408,345
Contract Total (5 years): $1,634,025
PRINCIPAL PLACE OF BUSINESS
Kronos Incorporated
Lowell, MA
ESTIMATED SCHEDULE OF PROJECT
This is a five (5) year contract.
FISCAL INFORMATION
These services will be funded from Technology Services operating account 830400.7804. The budgeted
amount for this item is $1,634,025.
EXHIBITS
Exhibit 1: Agenda Information Sheet
Exhibit 2: Professional Services Quote
Exhibit 3: Training Quote
Exhibit 4: Consulting Hours Quote
Exhibit 5: Renewal Quote
Exhibit 6: Ordinance
Respectfully submitted:
Lori Hewell, 349-7148
Purchasing Manager
For information concerning this acquisition, contact: Melissa Kraft, 940-349-7823.
Legal point of contact: Mack Reinwand at 940-349-8333.