Board of Estimate & Contract:
RESOLVED, that a resolution adopted by the City Council on November 12, 2025, and signed by the Mayor on November 13, 2025, authorizing the Comptroller to Enter into an Agreement with “Primeforce” for the Archiving of UKG Workforce Time and Attendance Data (COMP2025-18)) - (payment for the aforementioned services shall be made from Budget Line A1315.503 - Kronos Application Fees, in an amount not to exceed Ten Thousand Dollars ($10,000), with fifty percent (50%) due upon execution of the contract and the remaining fifty percent (50%) upon successful completion of the project); be, and the same is hereby approved.
City Concil:
AN ORDINANCE AUTHORIZING THE
COMPTROLLER TO ENTER INTO AN AGREEMENT
WITH “PRIMEFORCE” FOR THE ARCHIVING OF
UKG WORKFORCE TIME AND ATTENDANCE
DATA (COMP2025-18)
Whereas, in correspondence dated October 29, 2025, the Comptroller formally requested authorization to enter into an agreement with “PrimeForce” for the purpose of archiving the City’s legacy UKG Workforce Time and Attendance data, in accordance with the terms outlined in the attached proposal and project Statement of Work (SOW); and
Whereas, the Office of the Comptroller of the City of Mount Vernon (“the Comptroller”) successfully completed the upgrade of the City’s UKG Workforce (formerly Kronos) timekeeping and attendance system to UKG Ready at the end of the second quarter of 2024, resulting in significant improvements in employee time tracking, management, and accrual reporting; and
Whereas, as a result of the system migration, the City is now required to archive historical UKG Workforce data to ensure the integrity, accessibility, and compliance of legacy records, either through an in-house configuration or secure external cloud storage; and
Whereas, due to the proprietary nature of the Kronos system, few vendors possess the technical expertise required to extract and archive data from the Kronos Cloud-based kernel without risk of data loss; and
Whereas, the software provider, UKG, recommended “PrimeForce” as a vendor with a proven track record of successfully performing UKG data archiving services with minimal data loss; and
Whereas, the City has previously experienced significant data loss from the 1990s through 2004 due to inadequate data archiving on in-house physical servers, impairing the City’s ability to respond to data requests from external agencies, including the New York State Retirement System; and
Whereas, the Comptroller has determined that engaging “PrimeForce” to perform the archiving of UKG Workforce data will ensure compliance with the City’s retention policies and the New York State Office of the State Comptroller’s (OSC) Local Government Schedule (LGS-1) requirements; and
Whereas, the total cost of services to be provided by “PrimeForce” is Ten Thousand Dollars ($10,000), to be paid fifty percent (50%) upon execution of the project Statement of Work (SOW) and fifty percent (50%) upon project completion, chargeable to Budget Line A1315.503 - Kronos Application Fees; and
Whereas, the City must complete the archiving process prior to December 31, 2025, the deadline established by UKG for removal of the legacy data from its servers.
NOW, THEREFORE, BE IT ORDAINED, by the City Council of the City of Mount Vernon, in regular session assembled, as follows:
Section 1. Authorization. The Comptroller is hereby authorized to enter into an agreement with “PrimeForce” for the purpose of archiving the City’s legacy UKG Workforce Time and Attendance data, in accordance with the terms outlined in the attached proposal and project Statement of Work (SOW).
Section 2. Scope of Services. The services to be performed by “PrimeForce” shall include, but not be limited to:
1. Installation of timekeeping application software;
2. Upgrade of Kronos WFC Timekeeper to Version 8.1.20;
3. Procurement of archive licenses from UKG on behalf of the City;
4. Activation and testing of a new WFC instance using the City’s existing configuration;
5. Conversion of existing custom reports for functionality within Version 8.1.20;
6. Integration of existing interfaces into Kronos Version 8.1.20 and verification of functionality;
7. Provision of read-only access to Kronos WFC Version 8.1 for designated City users; and
8. Configuration of WFC profiles to read-only mode for compliance and data integrity.
Section 3. Funding. Payment for the aforementioned services shall be made from Budget Line A1315.503 - Kronos Application Fees, in an amount not to exceed Ten Thousand Dollars ($10,000), with fifty percent (50%) due upon execution of the contract and the remaining fifty percent (50%) upon successful completion of the project.
Section 4. Compliance. All work performed under this ordinance shall conform to applicable federal, state, and local data retention and security standards, including the New York State Office of the State Comptroller’s (OSC) Local Government Schedule (LGS-1).
Section 5. Effective Date. This ordinance shall take effect immediately upon adoption by the City Council and subsequent approval by the Board of Estimate & Contract.