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TO: Mayor Richard C. Irvin
FROM: Christopher Minick, Chief Financial Officer
Commander Steve Stemmet, Support Services
Mike Pegues, Chief Information Officer
DATE: 3/2/2022
SUBJECT:
A Resolution authorizing the Director of Purchasing to purchase a 3-year subscription for a combined Scheduling, Time and Attendance solution from Ultimate Kronos Group (UKG), Weston, FL and Vector Solutions, Tampa, FL, with 2 additional option years for a total award of $1,092,230.12 with a 10% contingency.
PURPOSE:
The City seeks to greatly improve the Scheduling, Time and Attendance processes in place throughout the City through automation and integration. The current manual processes differ by department and involve duplicate entry that raises the risk of errors and decreases staff efficiency.
BACKGROUND:
Except for the Aurora Police Department (APD), timesheets are collected manually by department representatives and manually entered into the Naviline payroll system for processing. The APD solution, while imported directly from the existing electronic system into payroll, no longer meets the scheduling needs of the Department.
DISCUSSION:
The City engaged Marketplace.city to find a Scheduling, Time and Attendance solution for employees citywide to replace the manual process and integrate with the existing payroll system - Naviline. The core aspect of the system is a low friction solution to track, manage, control and report on employee time.
Marketplace Process Summary
- Created Market Landscape with 40+ companies
- Based on the market landscape and City Stakeholder review, publicly posted and distributed the Opportunity and Scope Document for vendors to complete in order to be included in the reporting and selection process
- 14 companies responded by 5/13 Deadline
- Hosted Vendor Meetings with 5 companies
- City staff conducted deep-dive demos with final 3 companies
- City staff finalized Final Proposal Request
- Final Proposal sent to UKG & VCS on 9/29, d...
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