HomeMy WebLinkAboutFIN-20-051 - Sole Source - FPO20-071 Mobile Time Entry SolutionREPORT TO: Committee of the Whole
DATE OF MEETING: 2020-08-24
SUBMITTED BY: Ryan Scott,Manager, Procurement, 519-741-2200 ext. 7214
PREPARED BY: Dianne Stewart,Manager, Business Solutions – Work Management,
519-741-2600 ext. 4654
WARD (S) INVOLVED: N/A
DATE OF REPORT: 2020-07-13
REPORT NO.: FIN-20-051
SUBJECT: Sole Source – FPO20-071 Mobile Time Entry Solution
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RECOMMENDATION:
That KRONOS, Mississauga, Ontario, be the sole source provider for the purchase of
Mobile Time Entry (Workforce Dimensions) software at a cost of $110,000.00, plus H.S.T.
of $14,300.00, for a total of $124,300.00, provided a satisfactory contract is executed.
BACKGROUND:
For many years, a manual paper-based procedure has been in place to capture, approve and
process hourly timesheets for most divisions within Infrastructure Services and some divisions
in Community Services. The current process includes several hand-offs and data-entry before
posting the time to payroll, leading to the potential for data errors and time needed for follow-
ups, corrections and clarifications. On average, thirteen (13) administrative staff data-enter over
2,108 timesheets on a weekly basis totalling over 109,000 timesheets per year. In addition,
substantial time is taken by supervisory staff to approve, clarify and correct daily timesheets for
staff.
The current solution through the City’s work management solution (Cityworks) has exceeded its
end-of-life and is no longer supported by the vendor. The increased volume of data-entry
needed for payroll; the current system; and, the supporting process creates an unacceptable
risk error and failure. Further there is a growing need to establish a mobile solution for
timesheets in order to increase capacity for new/additional responsibilities for administrative
staff.
Over the last 6 years, the City explored directly or by way of market scans various options to
modernize the approach to timesheet processing.In 2019 a Request for Information (RFI)
document was released to aid in identifying vendors capable of delivering a mobile-ready
application for field and office staff with the capability to integrate into Cityworks as well as the
City’s core financial system, SAP.
*** This information is available in accessible formats upon request. ***
Please call 519-741-2345 or TTY 1-866-969-9994for assistance.
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KRONOS established itself as the only vendor capable of providing the advanced functionality
required by staff; the integrations with both Cityworks and SAP for now, and intothe
foreseeable future.
SAP has been the City’s Enterprise Resource Planning (ERP) solution since 2008. The strength
in partnership between SAP and the KRONOS product set allows the City of Kitchener to fully
leverage the integrated solution with the full support of our enterprise solution provider. The
long-term strategic collaboration between SAP and KRONOS will ensure a robust solution best
suited for the City of Kitchener.
REPORT:
As per clause 170.8.2 of the Purchasing By-law 2017-106, it states, “The use of a Non-Standard
Procurement process is only permitted under the following circumstances:
c. where there is an absence of competition for technical reasons and the Goods,
Services, Construction, or Consulting Services can only be supplied by one particular
Supplier and no alternative or substitute exists;”
As per clause 170.8.3 of the Purchasing By-law 2017-106, it states, “All non-standard
Procurementprocesses must be approved and conducted in accordance with this By-law
including the table set out in this section and all applicable procedures.”
RequirementProcurementProcurementApproval Authority
ValueProcess
Excluding Taxes
Goods, Up to $99,999Non-Competitive or Director of Supply
Services, Construction, Limited CompetitionServices
Consulting Services
Goods, Greater than Non-Competitive or Council
Services, Construction,$100,000Limited Competition
Consulting Services
The KRONOS solution is compatible with robust integrations to both Cityworks, SAP and is
capable of integrating with an HRIS system (PeopleSoft). Given the strategic partnership
between solution providers and the lack of viable alternatives base on business logic and
technical requirements, KRONOS satisfies both the compatibility; and the absence of
competition due to technical reasons exceptions under the By-law.
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The recommendation was reviewed by J. Winter, Director – Asset Management & Business
Solutions and D. Stewart, Manager – Business Solutions, Work Management, who concur with
the above recommendation.
ALIGNMENT WITH CITY OF KITCHENER STRATEGIC PLAN:
The recommendation of this report supports the achievement of the city’s strategic vision through
the delivery of core service.
The mobile time entrysolution provides City staff with dynamic views of work activities across
teams as appropriate. Management staff can utilize the solutions’ functionality to be responsive
to customer inquiries thereby establishing efficiencies and consistent workflows which has the
potential of improving customer service both internally and externally.
FINANCIAL IMPLICATIONS:
The net capital cost for this purchase (A), is fair and reasonable for a purchase of this scope and
the upset limit is within the budget allowance (B) provided within the budget. Funding for this
purchase is included within the approved capital budget. The estimated capital surplus (D) will
remain within the account to help fund additional mobile time management costs.
Operating Costs related to license renewalswill be funded from various operating accounts.
KRONOS Software Purchase
Estimated Cost for this Phase of Work
Quote received, including HST$124,300.00
less: HST rebate (12,363.99)
Net Cost Being Awarded111,936.01A
Projected additional costs-
Total Estimated Cost for this Phase of Work111,936.01C
Budget for this Phase of Work
Cityworks Software Upgrades capital account115,000.00
Total Budget for this Phase of Work$115,000.00B
Estimated Surplus/(Deficit) for this Phase of Work (B - C) D3,063.99
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COMMUNITY ENGAGEMENT:
INFORM – This report has been posted to the City’s website with the agenda in advance of the
council / committee meeting.
ACKNOWLEDGED BY: Jonathan Lautenbach, Chief Financial Officer, Financial Services
Department
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