AGENDA
ITEM
15 AGENDA
CALEXICO California ITEM
WHLRE CALITORNIA AND MEXICO MEET
15 CITY COUNCIL
AGENDA STAFF REPORT
DATE: October 07, 2026
RECEIVED
TO: Mayor and City Council
APPROVED BY: Benjamin Martinez, City Manager M City of Calexico City Clerk's Office
REVIEWED BY: Karla Chaparro, Finance Director Al Kla 9:04 cr PREPARED BY: Maibel Castro, HRisk Management Manager
SUBJECT: Adopt a Budget Amendment Resolution for Fund No. 411 - Local Capital Projects, in the amount of $47,220.00, to fund the purchase of timekeeping clocking units from Kronos SaaShr, Inc., a UKG Company.
Recommendation:
Adopt a Budget Amendment Resolution for Fund No. 411 - Local Capital Projects, in the amount of $47,220.00, for the purchase of tweive (12) timekeeping clocking units from Kronos SaaShr, Inc., a UKG Company.
The timekeeping clocking units will be utilized by the Police Department, Fire Department Station # 1, Fire Station # 2, Public Works Department-Admin, Water Department, Wastewater, Airport, Shop, Library Department, Recreation Department, and City Hall (Northend and Southend) to support employee timekeeping and attendance operations. Funding for the purchase will be appropriated from Account No. 411-91-935-56000-006.
Background:
The City of Calexico currently utilizes Kronos timekeeping clocking units to record employee time and attendance. These devices are an integral component of the City's payroll and timekeeping processes and are used by employees to accurately record regular work hours, overtime, leave, and other applicable timekeeping information.
The City's existing Kronos timekeeping units are approaching the end of their available support and product lifecycle. The city has been informed that the current units' models will no longer be available for purchase after December 31, 2026. As a result, the city must transition to updated timekeeping equipment to maintain compatibility with its existing Kronos timekeeping system and to minimize the risk of disruptions to employee timekeeping and payroll operations.
Kronos SaaShr, Inc., a UKG Company, has provided the City with an invoice in the amount of $47,220.00 for the purchase of twelve (12) UKG InTouch DX G2 B/C timekeeping clocks.
The replacement units will provide updated and supported equipment necessary to maintain reliable timekeeping operations across City departments.
Staff is requesting authorization to proceed with the purchase of the twelve (12) timekeeping clocking units using available funds from Account No. 411-91-935-56000-006.
Discussion and Analysis:
The proposed purchase consists of twelve (12) timekeeping clock units that will be installed and utilized at the following City departments and facilities:
• Police Department
• Fire Department-Station # 1 and Station # 2
Public Works Department-Admin; Public Works Department-Water; Public Works Department- Wastewater; Public Works Department-Airport; Public Works Department-Shop • Library Department
• Recreation Department
• City Hali (Northend and Southend)
Staff has reviewed the operational need for the proposed equipment and determined that the acquisition of the twelve (12) timekeeping units is necessary to ensure the continued accurate and efficient recording of employee time and attendance.
The updated timekeeping units will support the City's payroll and timekeeping processes by providing employees with reliable equipment to record regular work hours, overtime, leave, and other applicable timekeeping information. The purchase will also help maintain continuity of operations and reduce the potential for disruptions associated with the continued use of aging or unsupported timekeeping equipment.
The City currently utilizes the Kronos/UKG timekeeping system for employee time and attendance. The proposed time clocks are intended to replace existing equipment and must be fully compatible with the City's existing Kronos/UKG software, configuration, payroll interfaces, employee records, and related system infrastructure. Procuring a different manufacturer's time clocks would require additional system integration, configuration, testing, and potentially replacement or modification of the City's existing timekeeping environment. For this reason, the Kronos/UKG equipment is considered proprietary to the City's existing system and is the only product determined to meet the City's operational and compatibility requirements without replacing or substantially modifying the existing system.
Pursuant to the City's Purchasing Policy and Procedures, commodities and services available from only one vendor, proprietary items, or products determined to be the only acceptable product are exempt from competitive bidding as sole-source purchases. Staff is therefore requesting authorization to purchase the replacement Kronos time clocks as a sole-source procurement.
Accordingly, staff recommend proceeding with the proposed purchase to maintain an effective, reliable, and compatible employee timekeeping system across the affected City departments.
Fiscal Impact:
Funding for the purchase is available through Local Capital Fund 411.
Expenditure: Local Capital Fund for FY2026-2027
Fund Number 411-91-935-56000-006 $47,220.00
$47,220.00
Coordinated With:
City Manager, Benjamin Martinez
Finance Director, Karla Chaparro
Attachments):
1. Kronos SaaShr, Inc., A UKG Company - Quote # Q-392757 to Updated Kronos Timekeeping Clocks Budget Amendment Resolution No. 2026-_
Attachment 1
Quote#t: Q-392757
UKG
HR, Pay, & Workforce Management
ORDER FORM
Quote##: Q-392757 Order Type: Quote
Expires: 30 Nov, 2026 Date: 18 Sep, 2026
Sales Executive: Jason Coppl
Effective Date: Effective as of the date of last signature of this Order Customer Legal Name: Ship To: CITY OF CALEXICO
CITY OF CALEXICO 608 HEBER AVENUE
CALEXICO, CA 92231 USA
Customer Legal Address:
608 HEBER AVENUE, CALEXICO, CA 92231 USA
Bill To: CITY OF CALEXICO
608 HEBER AVENUE
CALEXICO, CA 92231 USA
BIll To Contact: Ship To Contact: Karla Chaparro
Ship to Phone: 7607682130
Ship to Mobile:
ontact: Karla Chaparro
mail: [email protected]
Currency: USD Shipping Terms: Shipping Point
ustomer PO Number Ship Method: FedEx Ground
sitial Term: 62 months from Billing Freight Term: Prepay & Add Start Date Payment Terms: Net 30 Days
Uplift Percent: 4%
Billing Start Date: Upon Signature of Order Form
UKG Kronos SaaShr, Inc. A UKG Company 3040 Route 22 West, Suite 200 Branchburg, NJ 08876 +1 B00 225 1561 Quote#: Q-392757
Equipment Purchase
Billing Frequency: Invoiced Upon signature of the Order form Item -- Quantity Unit Price Total Price
UKG INTOUCH DX G2 B/C 12 USD 2,630.00 USD 31,560.00
TOUCH ID PLUS OPTION FOR INTOUCH DX G2 12 USD 870.00 USD 10,440.00 Total Price USD 42,000.00
Hardware Support
Billing Frequency: Invoiced Upon signature of the Order form Item Duration(Months) - 6X4954 Total Price
Depol Exchange Support Service 12 USD 5,220.00
Total Price USD 5,220.00
Accessories
Billing Frequency: Invoiced Upon the Signature of the order form Item Quantity Unit Price Total Price
NORTH AMERICA POWER ADAPTER FOR EXTERNAL OUTLET, INTOUCH 12 USD 0.00 USD 0.00 DX/DX G2
Total Price USD 0.00
Quote Suinmary
Item 703a • Total Price
Total Equipment Purchase and Accessories Fee USD 42,000.00 Item Total Price
Tolal Support Fee USD 5,220.00
Order Notes:
This Order is subject to the Master Agreement No 24-6833 entered into between Cobb County Board of Commissioner ("Lead Agency") and UKG Kronos Systems, LLC ("UKG") effective as of July 14th, 2025 (the " Omnia Master Agreement No. 24-6833 ") and used by Customer as an Omnia Participating Public Agency. $42,000
+ 5,220
$47,220
UKG Kronos SeaShr, Inc., A UKG Company 3040 Roule 22 West, Suite 200 Branchburg. NJ 08878 +1800 225 1561 Quote#: Q-392757
IN WITNESS WHEREOF, the parties have caused this Order to be executed by their authorized representatives and shall be effective as of the date of the last signature below.
CITY OF CALEXICO Kronos SaaShr, Inc.
Signature: Signature:
Name: Name:
Tille: Title:
Date: - Date:
The monthly price on this Order has been rounded to two decimal places for display purposes. As many as eight decimal places may be present in the actual price. Due to the rounding calculations, the actual price may not display as expected when displayed on your Order. Nonetheless, the actual price on your invoice is the true and binding total for this Order for purposes of amounts owed for the term. If you are tax exempt, please email a copy of your "Tax Exempt Certificate" to [email protected] along with the quote number otherwise this order is subject to applicable taxes. The actual tax amount to be paid by Customer will be shown on Customer's invoice.
UKG Kronos SeaShr, Inc., A UKG Company 3040 Route 22 West, Suite 200 Brenchburg, NJ 08876 +1 800 225 1561 Attachment 2
BUDGET AMENDMENT RESOLUTION NO. 2026 - -
BUDGET AMENDMENT RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF CALEXICO AUTHORIZING AN AMENDMENT
TO THE FINAL BUDGET FOR FISCAL YEAR 2026 - 2027
WHEREAS, the Final Budget for Fiscal Year 2026 - 2027 was adopted by Resolution No. 2026 - 43 of the City Council on June 17, 2026; and
WHEREAS, the City Council has authorized the amendment of the Final Budget, in accordance with proper governmental accounting and financial reporting practices; and NOW THEREFORE, the City Council of the City of Calexico hereby resolves and authorizes the following action(s)
AMENDMENTS TO ADOPTED BUDGET:
1) Record Revenue Estimates(s)
Fund No. Department Division Account Sub-Account Amount Total $
z) Record Appropriation(s)
Fund No. Department Division Account Sub-Account Amount 4I1 91 935 56000 006 $47,220.00
Total $47,220.00
3) Record Transfer of Funds:
FROM:
Fund No. Department Division Account Sub-Account Amount Total $
TO:
Fund No. Department Division Account Sub-Account Amount Total $0.00
4)Purpose of Budget Amendment:
Purchase twelve (12) timekeeping clocks to be utilized by the Police Department, Fire Department Station #1 & #2 Public Works Department-Admin, Water, Wastewater, Airport and Shop Library Department, Recreation Department, City Hall (Northend and Southend).
PASSED, APPROVED AND ADOPTED by the City Council of the City of Calexico at the regular meeting this 7th day of October, 2026.
VICTOR LEGASPI, MAYOR
ATTEST:
VERONICA L, ALVARADO, City Clerk
APPROVED AS TO FORMS;
Laura Estrada, City Attorney
STATE OF CALIFORNIA)
CITY OF CALEXICO ) ss.
COUNTY OF IMPERIAL)
1, Veronica Alvarado, City Clerk of the City of Calexico, do hereby certify under the penalty of perjury, that the foregoing Resolution No. 2026- → was duly adopted by the City Council at their regular meeting of said City Council held on the yth day of October, 20z6 by the following votes:
AYES:
NOES:
ABSTAIN:
ABSENT:
VERONICA L. ALVARADO, City Clerk
City of Calexico