Board of Estimate & Contract:
RESOLVED, that a resolution adopted by the City Council on December 23, 2024, and signed by the Mayor on December 24, 2024, authorizing the Comptroller to Enter into an Agreement with PrimeForce for Archiving of UKG Workforce Time and Attendance Data - ($8,000 will be charged to A1315.503 (Kronos Application Fees); be, and the same is hereby approved.
City Council:
AN ORDINANCE AUTHORIZING THE
COMPTROLLER TO ENTER INTO AN
AGREEMENT WITH PRIMEFORCE FOR
ARCHIVING UKG WORKFORCE TIME
AND ATTENDANCE DATA
Whereas, by letter dated December 4, 2024, the Comptroller has requested legislation authorizing him to enter into an agreement with PrimeForce for the archiving of UKG Workforce Time and Attendance data for $8,000; and
Whereas, the Finance Office of the City of Mount Vernon successfully upgraded its UKG Workforce (Kronos) system to the enhanced UKG Ready software at the end of the second quarter of 2024, providing improved employee time tracking, management, and accrual reporting capabilities; and
Whereas, following the successful migration to UKG Ready, the City must ensure the integrity and accessibility of historical UKG Workforce Time and Attendance data through a secure archiving solution; and
Whereas, the proprietary nature of the Kronos system necessitates a vendor with proven expertise in archiving such data to mitigate risks of data loss, as occurred with City data from 1990 to 2004 due to inadequate archiving; and
Whereas, based on the recommendation of UKG, the vendor PrimeForce has been identified as the most suitable provider, offering a comprehensive solution that includes secure data extraction, system integration, and compliance with applicable retention policies; and
Whereas, the total cost of the archiving services to be provided by PrimeForce is $8,000, to be funded through Budget Line A1315.503 (Kronos Application Fees), with fifty percent (50%) payable upon execution of the project Statement of Work (SOW) and the remaining fifty percent (50%) upon project completion; and
Whereas, the proposed archiving project must be completed before December 20, 2024, deadline to ensure compliance with locally legislated retention policies, New York State Comptroller guidelines, and the City’s operational needs; Now, Therefore, Be It Resolved That
The City of Mount Vernon, in City Council convened, does hereby ordain and enact:
Section 1. Authorization to Enter into Agreement. The City Comptroller is hereby authorized to enter into an agreement with PrimeForce to archive UKG Workforce Time and Attendance data for $8,000.
Section 2. Scope of Work. PrimeForce shall perform the following services in collaboration with the Department of Management Services:
1. Install timekeeping application software.
2. Upgrade Kronos Workforce Central (WFC) Timekeeper to version 8.1.20.
3. Procure archive licenses from UKG on behalf of the City.
4. Ensure functionality and testing of the new WFC instance using the existing test system configuration.
5. Convert existing custom reports for compatibility with version 8.
6. Integrate all current interfaces into Kronos version 8.1 and ensure functionality.
7. Provide read-only access to Kronos WFC version 8.1 for verification and testing.
8. Configure WFC profiles for read-only mode.
Section 3. Funding. The total project cost of $8,000 shall be charged to Budget Line A1315.503 (Kronos Application Fees), with payments distributed as follows:
• Fifty percent (50%) upon executing the Statement of Work (SOW).
• Fifty percent (50%) upon completion of the project.
Section 4. Project Completion Deadline. To ensure compliance with applicable policies and guidelines, the archiving project must be completed on or before December 20, 2024.
Section 5. Effective Date. This Ordinance shall take effect immediately upon its adoption and approval by the Board of Estimate & Contract.