Submitted By: Christopher Ramos
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Presentation By: Kelly Vann
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Department: Information Technology
FORMAL TITLE:
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Purchase 36 time clocks from UKG Inc. with an estimated expenditure of $153,632
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OCALA’S RELEVANT STRATEGIC GOALS:
Operational Excellence
PROOF OF PUBLICATION:
N/A
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BACKGROUND:
The current Kronos 9100 series time clocks are used for tracking employee attendance and managing workforce data efficiently. They provide accurate timekeeping and seamless integration with the workforce management system, ensuring operational efficiency and effectiveness. These time clocks help in reducing manual errors and streamlining payroll processing, thereby enhancing productivity. The 9100 series clocks were purchased in 2016 and have functioned well with no significant issues. They are installed at various City locations, including the Ocala Police Station.
FINDINGS AND CONCLUSIONS:
To support this operation, Information Technology will purchase In Touch DX G2 time clocks using OMNIA Partners’ Agreement No.: 24-6833.
As a political subdivision of the State of Florida, the City of Ocala qualifies as an eligible user of OMNIA Partners’ cooperative purchasing agreement for Human Resource Systems and Related Products and Services, Omnia Contract No. 24-6833. Contract No. 24-6833 was competitively solicited by Cobb County, Georgia, serving as the lead agency and was awarded for an initial term of four years through July 13, 2029, with the option to renew for three (3) additional one-year renewal periods.
Cooperative purchasing programs are comprised of member cities, counties, and other public agencies nationwide who aggregate their members’ purchasing power to achieve greater volume discounts. The solicitation underlying OMNIA Partners Contract No. 24-6833 was evaluated and determined by the City’s Procurement Department to be cost-effective and affords the City the best value.
The City migrated from the older Kronos platform to the newer UKG Pro platform as of April 2025. UKG is no longer supporting the 9100 series clocks in the new UKG Pro platform, effective December 2026, which requires the City to upgrade to UKG InTouch series clocks.
Upgrading to the InTouch DX G2 ensures compatibility with the current UKG Pro platform, enhancing operational efficiency and reliability across the City. The new clocks include support maintenance with next-day replacement, reducing downtime and mitigating risks associated with hardware failures. This project is a proactive investment to maintain workforce management continuity and avoid potential disruptions from unsupported technology.
Staff recommends approval.
FISCAL IMPACT:
Funds for the equipment purchase of $153,632 are budgeted in the Fiscal Year 2026 account #001-035-603-516-51-52060 and will be paid under Contract No. 250946.
PROCUREMENT REVIEW:
These goods were procured in compliance with the City’s Procurement Policy.
LEGAL REVIEW:
This Agreement will be reviewed and approved for form and legality by City Attorney, William E. Sexton.
ALTERNATIVE:
• Approve with Changes
• Table
• Deny