Explanation
BACKGROUND: This ordinance authorizes the Department of Public Safety, on behalf of the Division of Fire, to enter into a contract with UKG Kronos Systems LLC to continue TeleStaff automated staffing (UKG TeleStaff Cloud) subscription services. This service and support covers software from UKG Kronos Systems LLC, a web-based software solution designed specifically to help the Division of Fire manage its complex staffing assignments. This indispensable staffing solution has been utilized by the Division of Fire since 2006. A bid waiver is necessary as UKG Kronos Systems LLC is the proprietary owner of its contents, and thus no other vendor can offer these services; the Division of Fire is not currently seeking a replacement to this highly customized software.
The term of this contract is for three (3) years with the option of two (2) additional one (1) year renewal terms and subsequent one (1) year annual renewals thereafter by mutual agreement and approval by City Council. The cost for each of the first five (5) years has been negotiated and fixed as $172,800.00 for Year 1 with a 4% year-over-year increase for the initial five (5) year term. Funding for this contract will be encumbered on a year-to-year basis contingent upon the appropriation of City Council and certification of funds by the City Auditor.
Contract Compliance: UKG Kronos Systems LLC, Fed Tax ID: 04-2640942, Vendor # 000190
Emergency Designation: Emergency action is requested to guarantee uninterrupted subscription software and website support services since the current contract expires on December 31, 2025 and the service transition for the product at issue already has a three (3) month delay.
Bid Waiver Justification: The Division of Fire has successfully implemented this specialized fire staffing software with UKG Kronos Systems LLC, the proprietary owner of its contents, and is not seeking replacement to this highly customized software.
Fiscal Impact: This ordinance authorizes an expenditure of $172,800.00 from the 2025 General Fund Operating Budget for UKG TeleStaff Cloud service and support with UKG Kronos Systems LLC. For these services, the Division of Fire has spent $159,974.50 so far in 2025, $153,840.00 in 2024, and $136,638.74 in 2023.
Title
To authorize the Director of Public Safety to enter into a contract with UKG Kronos Systems LLC, for the Division of Fire, for UKG TeleStaff Cloud subscription services; to waive the competitive bidding provisions of the Columbus City Codes; to authorize the contract as multi-year and renewable; to authorize the expenditure of $172,800.00 for Year 1 from the General Fund; and to declare an emergency. ($172,800.00)
Body
WHEREAS, the Columbus Division of Fire has a need for UKG Kronos Systems LLC’s UKG TeleStaff Cloud subscription services that manage the Division of Fire’s complex staffing assignments; and
WHEREAS, it is necessary to authorize the Director of Public Safety, on behalf of the Division of Fire, to enter into a contract with UKG Kronos Systems LLC for three (3) years with the option of two (2) additional one (1) year renewals with subsequent one (1) year annual renewals thereafter by mutual agreement and approval of City Council; and
WHEREAS, the cost for Year 1 of this contract with UKG Kronos Systems LLC is $172,800.00; and
WHEREAS, it is necessary to authorize funds in the amount of $172,800.00; and,
WHEREAS, it is necessary to waive the competitive bidding provisions of the Columbus City Codes, Chapter 329 since the UKG Kronos Systems LLC is the owner and sole provider of the proprietary software; and,
WHEREAS, an emergency exists in the usual daily operation of the Public Safety Department, Division of Fire, in that it is immediately necessary to authorize the Director to enter into a contract with UKG Kronos Systems LLC in order to guarantee uninterrupted service to UKG TeleStaff Cloud automated staffing software since the current contract expires on December 31, 2025 and the service transition for the product at issue already has a three (3) month delay, all for the immediate preservation of the public health, peace, property, safety, and welfare; and now, therefore
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Director of Public Safety, on behalf of the Division of Fire, be and is hereby authorized to enter into a contract with UKG Kronos Systems LLC for three (3) years with the option of two (2) additional one (1) year renewal terms and subsequent one (1) year annual renewals thereafter by mutual agreement and approval by City Council for UKG TeleStaff Cloud subscription services.
SECTION 2. That the funding for this contract will be encumbered on a year-to-year basis contingent upon the appropriation of City Council and certification of funds by the City Auditor.
SECTION 3. That this Council finds it in the best interest of the City to waive the competitive bidding provisions of the Columbus City Code to permit the aforementioned contracts and does hereby waive the same.
SECTION 4. That the expenditure of $172,800.00, or so much thereof as may be necessary for the aforementioned service, be and is hereby authorized in the General Fund, per the accounting codes in the attachment to this ordinance.
SECTION 5. That the funds necessary to carry out the purpose of this ordinance are hereby deemed appropriated and the City Auditor shall establish such accounting codes as necessary.
SECTION 6. That the City Auditor is authorized to make any accounting changes to revise the funding source for all contracts or contract modifications associated with this ordinance.
SECTION 7. That for reasons stated in the preamble hereto, which is hereby made a part hereof, this ordinance is hereby declared to be an emergency measure and shall take effect and be in force from and after its passage and approval by the Mayor, or ten days after passage if the Mayor neither approves nor vetoes the same.