Title
Workforce Telestaff - Fire Department First Responder Scheduling System (Ordinance S-44151)
Description
Request authorization for the City Manager, or his designee, to enter into an agreement with Kronos, Inc. (3071384) for Workforce Telestaff software maintenance, technical support and cloud hosting. The total cost for a one-year agreement shall not exceed $108,300.35. Further request authorization for the City Controller to disburse related funds.
Report
Summary
Workforce Telestaff is a personnel scheduling software program used to schedule first responders and emergency dispatchers. The residents of the City of Phoenix and all 22 of the Phoenix Fire Department's (PFD) automatic aid partners benefit from appropriate staffing of these business units. The system automates scheduling, communication and deployment of employees resulting in improved workforce efficiency, controlled labor costs and compliance with union rules, labor laws, and other agency policies.
The Workforce Telestaff system allows personnel in staffing positions to quickly identify vacancies that need to be filled and the qualified personnel that are available to fill those positions. The system has the ability to apply qualifications, certifications, and negotiated labor rules to the process of fillng a vacancy in order to ensure that the appropriate employee is selected.
Approximately 12 months ago, PFD was asked to hold efforts to implement a new five-year, department-specific contract with Kronos for Telestaff by several City departments that have similar staff scheduling needs. This hold was requested because an expanded contract that would include additional departments was being explored. Several weeks ago, PFD was advised to proceed with a department-specific contract. Therefore, PFD is currently in the process of procuring a new five-year contract. However, the current maintenance, technical support and cloud hosting agreement has expired in the interim, and a one-year agreement is now required to prevent a loss of service while the new, five-year contract is established.
Procurement Information
Due to the proprietary nature of Telestaff, no other vendor besides Kronos, Inc., can provide the support, maintenance and hosting services for the PFD. An After-the-Fact Determination was submitted and approved by Finance on Nov. 13, 2017.
Contract Term
The term of the agreement will be from Nov. 1, 2017 through Oct. 31, 2018.
Financial Impact
The total cost for a one-year agreement shall not exceed $108,300.35. Funds are available in the Fire Department budget.
Concurrence/Previous Council Action
The original software maintenance and technical support agreement was approved by City Council on Nov. 17, 2010.
Department
Responsible Department
This item is submitted by Assistant City Manager Milton Dohoney, Jr. and the Fire Department.