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A resolution approving a sole source contract between the Metropolitan Government of Nashville and Davidson County and UKG Kronos Systems, LLC (UKG) to provide software as a service, software license renewal, support, maintenance, and hosting services.
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WHEREAS, Section 4.12.060 of the Metropolitan Code of Laws authorizes the Metropolitan Purchasing Agent to enter into sole source contracts when the Purchasing Agent determines in writing, according to standards adopted by the Procurement Standards Board, that there is only one source for the supply or services required; and,
WHEREAS, the Purchasing Agent has determined that the services to be provided by UKG meet the requirements for the use of a sole source contract; and,
WHEREAS, the proposed total contract amount is in excess of two hundred fifty thousand dollars ($250,000.00); and,
WHEREAS, Section 4.12.060 of the Metropolitan Code of Laws calls for Council approval by resolution of sole source contracts “with a total contract amount in excess of two hundred fifty thousand dollars ($250,000.00);” and,
WHEREAS, approval of the sole source contract attached hereto will benefit the citizens of Nashville and Davidson County.
NOW THEREFORE, BE IT RESOLVED BY THE COUNCIL OF THE METROPOLITAN GOVERNMENT OF NASHVILLE AND DAVIDSON COUNTY:
Section 1: That the sole source contract between the Metropolitan Government of Nashville and Davidson County and UKG Kronos Systems, LLC, attached hereto and incorporated herein, is hereby approved.
Section 2: That this resolution shall take effect from and after its adoption, the welfare of the Metropolitan Government of Nashville and Davidson County requiring it.
Agenda Analysis
Analysis
This resolution approves a sole source contract between the Metropolitan Government and UKG Kronos Systems, LLC to provide software as a service, software license renewal, support, maintenance, and hosting services.
Sole source contracts may be awarded under the Metro procurement code when it is determined that there is only one source for the supply or services rendered. Section 4.12.060 of the Metro Code requires all sole source contracts having a total value in excess of $250,000 to be approved by the Council by resolution.
This sole source contract is before the Council for consideration because the estimated value of the contract is $5,000,000. The term of the contract begins upon approval of all parties and filing with the Metropolitan Clerk’s Office and ends on December 31, 2025. There is an option to extend the contract for a total of 60 months from the date of filing with the Metropolitan Clerk’s Office.
According to the sole source justification form approved by the Metro Purchasing Agent, Metro first implemented Kronos and Telestaff in 2012 for ten general government departments and pilot employees for MNPS. Currently, the time and attendance tracking system is used by 22 departments with more departments in the process of system implementation. And MNPS is expanding its use of the system for additional employees. Metro recently upgraded Kronos and Telestaff and the Metro Purchasing Agent determined that the experience, expertise, and knowledge of Metro’s usage and needs necessitates the sole source contract.
Fiscal Note: The estimated value of this sole source contract number 6528932, with UKG Kronos Systems, LLC for Kronos service, software license renewal, support, maintenance, and hosting for timekeeping system is $5,000,000 to be paid from Fund 51137, Business Unit 14521011. However, actual expenses may be paid from various department’s fund and business unit when purchase orders are issued.