November 4, 2025
Fire Department
DATE: November 4, 2025
TO: Mayor Martinez and Members of the City Council
FROM:
Aaron Osorio, Fire Chief
Rico Rincon, Deputy Fire Chief
Den Mark Marcelo, Admin Services Coordinator
Subject:
Contract with UKG Kronos Solutions, LLC, for Telestaff
Personnel Management Software
FINANCIAL IMPACT: The proposed total three-year contract payment limit is $60,000, with the option for two one-year extensions not to exceed $40,000, is included within the approved Fiscal Year 2025-2026 Fire Department budget and will be
budgeted accordingly in subsequent fiscal year budgets
(Account Strings 01204022-400209).
PREVIOUS COUNCIL
ACTION:
None.
STATEMENT OF THE
ISSUE:
The Richmond Fire Department (“Department”) utilizes
Telestaff, a product of UKG Kronos Solutions, for its
staffing and personnel management. The Department’s
current software version will soon reach its end of life and must be upgraded to avoid service disruption. Failure to maintain the necessary upgrade and licenses would
render the system inoperable, resulting in the need for a costly replacement.
RECOMMENDED ACTION:
ADOPT a resolution and APPROVE purchasing
agreements with UKG Kronos Solutions, LLC, in an
amount not to exceed $60,000, for a three-year term
effective November 5, 2025, through November 4, 2028,
with a two one-year extension option not to exceed an
additional $40,000 for Telestaff personnel management
system software license – Fire Department (Chief Aaron
AGENDA
REPORT
November 4, 2025
Osorio 510-307-8021/Chief Rico Rincon 510-307-
8041/Den Mark Marcelo 510-307-8038).
DISCUSSION:
In December 2002, the City of Richmond (“City”) purchased the Telestaff software from UKG Kronos Solutions, LLC (formerly PDSI). The Telestaff system is comprised of multiple software applications utilized by the Richmond Fire Department (“Department”) for payroll, staffing, and personnel management. The Department is required to renew the annual maintenance agreement to receive the upgrades and continued web-portal support and has done so each year since purchasing the system. Additionally, the current version of the software used by the Department will soon reach the end of its engineering and must be upgraded to the latest version. Operating the system without the appropriate software and licenses would render the program obsolete, necessitating the purchase of another program at considerable cost to the City.
Since 2018, the Department has utilized a piggyback agreement solicited through OMNIA Partners (formerly U.S. Communities), a leading national government purchasing piggyback that provides procurement resources and solutions to government agencies. This approach was adopted to maximize cost savings and staff efficiency by leveraging the pricing secured through the solicitation (Attachment 1 and 2).
Through piggyback purchasing programs, government agencies can share contracting efforts and benefit from volume pricing. This strategy as adopted by City staff reduces administrative costs associated with traditional procurement processes and expands access to competitive contracting opportunities. By leveraging both regional and national piggyback agreements, the City enhances its procurement capabilities and more effectively utilizes internal and external resources (Attachment 3).
Department staff request that the City Council adopt a resolution and approve purchasing agreements with UKG Kronos Solutions, LLC, in an amount not to exceed $60,000 for a term beginning November 5, 2025, through November 4, 2028, with two one-year options to extend (Attachment 4):
OMNIA PARTNERS PIGGYBACK AGREEMENTS
Vendor Name Piggyback Agreement Description
UKG Kronos Solutions,
LLC
Contract # 24-6833 Human Resource Systems
and Related Products and
Services
This recommendation is in compliance with the Richmond Municipal Code Section
2.52.330, Piggyback Procurement, which allows the City to use piggyback agreements if it is in the best interest of the City of Richmond. The use of piggyback agreements
November 4, 2025
maximizes cost savings and staff resources by relying on existing contracting and procurement efforts established in collaboration with other government agencies.
DOCUMENTS ATTACHED:
Attachment 1 – UKG Kronos Solutions, LLC Solicitation/Contract Packet Attachment 2 – Quote
Attachment 3 – Piggyback Justification Form
Attachment 4 – Resolution