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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One-year renewal of contract with UKG for the City's time management software, UKG Pro, with ongoing maintenance costs for an estimated expenditure amount of $123,750
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OCALA’S RELEVANT STRATEGIC GOALS:
Operational Excellence
PROOF OF PUBLICATION:
N/A
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BACKGROUND:
Kronos was implemented as the City of Ocala's workforce management and timekeeping system in 2014 and provides streamlined processes and electronic time clock accuracy. It was fully integrated into the Ocala Police Department's Special Detail Software (PowerDetails) to capture detailed time worked, which is then transmitted to the City's financial system for payroll processing.
In 2024, the City began a new project with UKG to upgrade the original Kronos implementation to the new UKG Workforce Pro platform. This system went live in April 2025.
The benefits of the UKG Workforce Pro platform include:
• Maximized productivity by automating routine tasks such as time collection, timesheet approval and reporting, responding to time-off requests, and correcting exceptions.
• Employee Self-Service features empower employees to manage their time and requests and provide access to schedules and time-off balances, thereby reducing administrative workload.
• Mobile accessibility for on-the-go management.
• Integration with the City's financial system, Munis.
FINDINGS AND CONCLUSIONS:
The City is required to pay an annual subscription fee to continue using the UKG Workforce Pro platform. We have received excellent support services from this vendor. The contract term spans between two City fiscal years, April 2026 to April 2027.
Staff requests renewal for Fiscal Year 2026-27.
FISCAL IMPACT:
Funds for the annual renewal of $123,750.00 will be encumbered in account #001-035-530-516-51-52045 and will be paid under Munis Contract No. 260520.
The previous one-year contract was approved on March 18, 2025, with a total expenditure of $123,750.
Staff recommends approval of this contract.
PROCUREMENT REVIEW:
This software was procured in compliance with the City’s Procurement Policy.
LEGAL REVIEW:
The City’s standard and approved purchase order terms and conditions shall govern this purchase. Any conflicting terms and conditions offered by the supplier will be reviewed for form and legality by the City Attorney’s office.
ALTERNATIVE:
• Approve with Changes
• Table
• Deny