Draft Agreement.pdf — Visalia City Council, September 16, 2024

Quote#: Q-210950

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ORDER FORM
Order Type: Quote
Date: 31 Jul, 2024
Quote#: Q-210950
Expires: 20 Sep, 2024
Sales Executive: Celeste Patzold
Effective Date: Effective as of the date of last signature of this Order Customer Legal Name:

CITY OF VISALIA
Customer Legal Address:
707 W ACEQUIA, VISALIA, CA 93291 USA
Bill To: CITY OF VISALIA
707 W ACEQUIA
VISALIA, CA 93291 USA
Ship To: CITY OF VISALIA MIS
315 E ACEQUIA
VISALIA, CA 93291-6341 USA
Bill To Contact: Ship To Contact: Israel Luna
Ship to Phone:

Ship to Mobile:

Contact: Israel Luna
Email: [email protected]
Currency: USD Shipping Terms: Shipping Point
Customer PO Number: Ship Method: FedEx Ground
Solution ID: 6096952 Freight Term: Prepay & Add
Initial Term: 60 months
Uplift Percent: 8 %
Renewal Term: 12 months
Payment Terms: Net 30 Days
Billing Start Date: 120 Days from the Effective Date
Subscription Services
Billing Frequency: Annual in Advance
Subscription Services Quantity PEPM Monthly Price
UKG READY TIME 925 USD 4.00 USD 3,700.00
UKG READY INTEGRATION HUB 1 USD 0.00 USD 0.00
Total Price USD 3,700.00
Quote#: Q-210950

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Equipment Purchase
Billing Frequency: Invoiced Upon signature of the Order form Item Quantity Unit Price Total Price
TOUCHFREE ID OPTION FOR INTOUCH DX/DX G2 10 USD 1,091.00 USD 10,910.00 UKG INTOUCH DX G2,B/C 10 USD 2,697.00 USD 26,970.00
Total Price USD 37,880.00
Hardware Support
Billing Frequency: Invoiced Upon signature of the Order form Item Duration(Months) Total Price
Depot Exchange Support Service 12 USD 4,500.00
Total Price USD 4,500.00
Accessories
Billing Frequency: Invoiced Upon the Signature of the order form Item Quantity Unit Price Total Price
NIMH BACKUP BATTERY, INTOUCH DX/DX G2 10 USD 252.00 USD 2,520.00

NORTH AMERICA POWER ADAPTER FOR EXTERNAL OUTLET, INTOUCH DX/DX G2 10 USD 0.00 USD 0.00
Total Price USD 2,520.00
One Time Setup Fee
Billing Frequency: : 3 consecutive equal monthly payments, commences at signing Item Total Price
One Time Setup Fees USD 6,243.75
Professional Services - Bill As You Go Services
Billing Frequency: Billed monthly as delivered
Professional Services - Bill As You Go Services Billing Role Quantity Unit Price Total Price

UKG READY UKG CONSULTANT (TIME AND
MATERIALS) Grouped 30 USD 100.00 USD 3,000.00
Total Price USD 3,000.00
Quote Summary
Item Total Price
Minimum Monthly SaaS Service & Equipment Rental Fee USD 3,700.00 Quote#: Q-210950

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Item Total Price
Minimum Annual SaaS Service & Equipment Rental Fee USD 44,400.00 Item Total Price
Total Equipment Purchase and Accessories Fee USD 40,400.00 Item Total Price
Total Support Fee USD 4,500.00
Item Total Price
Total One Time Fees USD 6,243.75
Item Total Price
Total Bill As You Go Services USD 3,000.00
Order Notes:

This Order is subject to and governed by the terms and conditions of UKG’s Master Services Agreement located at https://www.ukg.com/MSA (hereafter ''Agreement''). All versions of the Master Services Agreement, including the version effective as of the Effective Date of this Order and prior versions, can be found at www.ukg.com/global- msas. Customer’s use of the Subscription Services is further subject to the Acceptable Use Policy located at https://www.ukg.com/acceptable-use-policy. UKG will provide the Services in accordance with the Services Descriptions and Statements of Work located at https://www.ukg.com/services-descriptions/. UKG will provide the Support Services in accordance with the UKG Support Policy located at https://www.ukg.com/support-policies-and- services. Any personal data provided to UKG through the Subscription Services will be processed in accordance with UKG’s Data Processing Addendum located at https://www.ukg.com/ukg-unified-dpa. All Customer Data (as defined in the Agreement) will be secured and protected as set forth in the Technical and Organizational Measures of UKG’s Data Processing Addendum.

UKG will provide the UKG Ready professional Services offering in accordance with the UKG Launch - UKG Ready Services Description located at:
www.ukg.com/services-descriptions
After the Initial Term, the Subscription Fee shall increase per annum by the Uplift amount set forth above.

BIDDER’S STATEMENT ON PREVIOUS CONTRACTS SUBJECT TO EQUAL EMPLOYMENT OPPORTUNITY CLAUSE (EXECUTIVE ORDER 11246)
The BIDDER shall complete the following statement by checking the appropriate blanks:

1. The BIDDER has X has not ___ participated in a previous contract subject to the Equal Employment Opportunity Clause prescribed by Executive Order 11246, as amended, of September 24, 1965.

1. The BIDDER has X has not ___ submitted all compliance reports in connection with any such contract due under the applicable filing requirements; and that representations indicating submission of required compliance reports signed by proposed subBIDDERS will be awarded prior to award of subcontracts.

If the BIDDER has participated in previous contracts subject to the Equal Employment Opportunity Clause and Quote#: Q-210950

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has not submitted compliance reports due under applicable filing requirements, the BIDDER shall submit a compliance report on Standard Form 100 “Employee Information Report EEO-1” prior to award of this contract, agreement, or purchase order.

UKG warrants, that provided Customer is current on its obligations under the Agreement, the Subscription Services listed on the Order Form Quote #Q-210950 will, under normal operation as specified in the Documentation and when used as authorized herein, substantially meet the applicable functionality requirements identified in Attachment 3 of the City of Visalia, California Supply And Implementation of Time And Attendance Application RFP No. 23-24-01 (the "RFP"), as clarified in UKG's Response to the RFP.

Customer's sole remedy for breach of the foregoing warranty is for UKG to repair or replace the Subscription Services listed in the applicable Order Form or termination of the Agreement on a prospective basis with no liability to either party.

Equipment sold (or rented) to Customer under this Order, and any related Equipment Support Services, shall be further subject to and governed by the terms and conditions set forth in the Equipment Addendum located at:
www.ukg.com/equipment-addendum
All versions of the Equipment Addendums, including the version effective as of the Effective Date of this Order and prior versions, can be found at:
www.ukg.com/global-equipment-addendums
The fees for the Subscription Services are invoiced 60 days prior to the Billing Start Date.

Upon execution of this Order Form, UKG will provide Customer with Two (2) Aspire passes at no cost for Aspire 2024 or 2025. Please contact your UKG Representative for a discount code when ready to register.

READY:

Year 1 for Ready
Software Subscription Services for 12 months: $44,400
Purchase 10 timeclocks: $37,880
Timeclock accessories: $ 2,520
12 months of support for the timeclocks: $4,500
One-time-set up of Ready: $9,243.75 (this is total with year end promo) Total for
year one for Ready= $ 98,523.75
Year 2 through 5 for Ready:

Software Subscription Services for $44,400 for 4 years (year 2, 3, 4, and 5): $177,600 Timeclock support:

Year 2 4,860.00
Year 3 5,248.80
Year 4 5,668.70
Year 5 6,122.20
Total 21,899.70
Total for year 2 through 5 for Ready = $199,499.70
Quote#: Q-210950

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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 VISALIA Kronos SaaShr, Inc.

Signature: /CS1/______________________________ Signature: /KS1/_____________________________ Name: /CN1/______________________________ Name: /KN1/_____________________________ Title: /CT1/______________________________ Title: /KT1/_____________________________ Date: /CD1/______________________________ Date: /KD1/______________________________ 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.

Quote#: Q-211534

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ORDER FORM
Order Type: Quote
Date: 31 Jul, 2024
Quote#: Q-211534
Expires: 20 Sep, 2024
Sales Executive: David Weeks
Effective Date: Effective as of the date of last signature of this Order Customer Legal Name:

VISALIA POLICE
Customer Legal Address:
303 S JOHNSON ST, VISALIA, CA 93291-6135 USA
Bill To: CITY OF VISALIA
707 W ACEQUIA
VISALIA, CA 93291 USA
Ship To: CITY OF VISALIA MIS
315 E ACEQUIA
VISALIA, CA 93291-6341 USA
Bill To Contact: Ship To Contact: Israel Luna
Ship to Phone:

Ship to Mobile:

Contact: Israel Luna
Email: [email protected]
Currency: USD Shipping Terms: Shipping Point
Customer PO Number: Ship Method: FedEx Ground
Solution ID: 6106031 Freight Term: Prepay & Add
Initial Term: 60 months
Uplift Percent: 8 %
Renewal Term: 12 months
Payment Terms: Net 30 Days
Billing Start Date: 120 Days from the Effective Date
Data Center Location: USA
Subscription Services
Billing Frequency: Annual in Advance
Subscription Services Quantity PEPM Monthly Price
UKG TELESTAFF CLOUD 200 USD 7.00 USD 1,400.00
UKG TELESTAFF CLOUD 100 USD 7.00 USD 700.00
Total Price USD 2,100.00
Quote#: Q-211534

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Professional Services - Bill As You Go Services
Billing Frequency: Billed monthly as delivered
Professional Services - Bill As You Go Services Billing Role Quantity Unit Price Total Price TSG Professional Services Project Manager 84 USD 125.00 USD 10,500.00 TSG Professional Services Solution Consultant 454 USD 125.00 USD 56,750.00 TSG Technical Services Technology Consultant 10 USD 125.00 USD 1,250.00 Total Price USD 68,500.00
Quote Summary
Item Total Price
Total Monthly SaaS and Equipment Rental Fees USD 2,100.00 Item Total Price
Total Bill As You Go Services USD 68,500.00
Order Notes:

GENERAL TERMS:

This Order is subject to and governed by the terms and conditions of UKG’s Master Services Agreement (“Agreement”) located at:
www.ukg.com/msa
All versions of the Master Services Agreement, including the version effective as of the Effective Date of this Order and prior versions, can be found at:
www.ukg.com/global-msas
Equipment sold (or rented) to Customer under this Order, and any related Equipment Support Services, shall be further subject to and governed by the terms and conditions set forth in the Equipment Addendum located at:
www.ukg.com/equipment-addendum
All versions of the Equipment Addendums, including the version effective as of the Effective Date of this Order and prior versions, can be found at:
https://www.ukg.com/global-equipment-addendums
UKG will provide the Services in accordance with the Services Descriptions and Statements of Work located at:
www.ukg.com/services-descriptions
UKG will provide the Support Services in accordance with the UKG Support Policy located at:
www.ukg.com/saas-support-policies-and-services
Customer’s use of the Subscription Services is further subject to the Acceptable Use Policy located at:
www.ukg.com/acceptable-use-policy
Quote#: Q-211534

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All Customer Data (as defined in the Agreement) will be secured and protected as set forth in the Technical and Organizational Measures of UKG’s Data Processing Addendum. Any personal data provided to UKG through the Subscription Services will be processed in accordance with UKG’s Data Processing Addendum located at:
www.ukg.com/ukg-unified-dpa
After the Initial Term, the Subscription Fee shall increase per annum by the Uplift amount set forth above.

The parties agree that Customer is transitioning from their existing TeleStaff perpetual software licenses (the “Existing Applications”) to the TeleStaff Cloud software as a service offering in the Google Cloud Platform. Software Support for the Existing Applications shall continue, in accordance with UKG support policies, for up to 60 days after first production use of TeleStaff Cloud by Customer, but in no event beyond December 31, 2025, and shall terminate thereafter. UKG Telestaff Cloud Monthly Service Fees shall be invoiced at the Billing Frequency indicated on this Order, commencing on the Billing Start Date. As of the Billing Start Date, UKG will credit Customer for any pre-paid but unused fees for Software Support for the Existing Applications. Customer may apply credits against any amounts owed to UKG by Customer until such credit is expended. Customer shall continue to pay the Software Support on the Existing Applications until the Billing Start Date.

This order is for a coordinated multi-site consolidation. The following customer solutions are impacted:

Solution ID 6105773 VISALIA FIRE
Solution ID 6106031 VISALIA POLICE
TELESTAFF:

Year 1 for TeleStaff
Software Subscription Services for 12 months: $25,200
One-time-set up of TeleStaff: $68,500
Total for year one for TeleStaff $ 93,700
Year 2 through 5 for TeleStaff:

Software Subscription Services for $25,200 for 4 years (year 2, 3, 4, and 5): $100,800 Total for year 2 through 5 for TeleStaff=$ 100,800
Quote#: Q-211534

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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.

VISALIA POLICE UKG Kronos Systems LLC
Signature: /CS1/______________________________ Signature: /KS1/_____________________________ Name: /CN1/______________________________ Name: /KN1/_____________________________ Title: /CT1/______________________________ Title: /KT1/_____________________________ Date: /CD1/______________________________ Date: /KD1/______________________________ 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.

UKG is aligning our product brand and announcing that the UKG Dimensions® and UKG Pro® solutions will be one product suite under the name UKG Pro. Click here to learn more and view examples of current to future names https://www.ukg.com/one-suite#WhatproductnamesarechangingunderUKGDimensions UKG Opp-694512_SVC; SOW terms expire if Order not executed by 09/30/24

UKG Statement of Work for VISALIA POLICE
This Statement of Work (SOW) outlines the scope of services to be provided by UKG for the Professional Service(s) in the corresponding Order and is subject to the terms and conditions set forth in the UKG Master Services Agreement (MSA) or such other existing underlying agreement between Parties. The scope of services described herein are time and materials based and subject to the same terms an d conditions as the corresponding Order. Unless otherwise defined herein, words and expressions defined in the Order shall have the same meaning in this Statement of Work. In the event of a conflict or discrepancy between the terms in this SOW and the MSA, the MSA shall prevail.

UKG TeleStaff Solution
VISALIA POLICE AND FIRE and UKG are onboarding the following entitlements with:

Core Entitlement On-boarding Type Number of
Employees
UKG TeleStaff Cloud Net New 300

1. Professional Services in Scope
The Customer has engaged UKG to provide the following Professional Services:

Service Description
UKG TeleStaff Cloud
Scope Includes:
• One-time data import of customer-supplied person data in UKG format • Leave Requests
• Shift Trades
• Accrual Management with a one-time data import of customer-supplied accrual data in UKG format • Event Deployment
• Signup Processes
• Overtime/Off Duty Scheduling Processes
• Minimum Staffing
• Fatigue Rules
• SMS Configuration (Text via Twilio)
• Bidding (see Scope assumptions below)
• Standard Payroll Export
• Standard Reports
• Single-sign-on (SSO) Authentication
• One 8-hour remote consultant training session: Admin, Bid Admin, or Scheduler • Standard integration with UKG Workforce Ready
• One standard gateway roster feed
• One production cutover
• Only those Customizations explicitly defined within this SOW (if applicable) will be included

Scope assumptions:

• Includes 2 Institutions
o Includes 2 unique business unit(s) with continuous 24/7 staffing requirements (Examples:

Patrol, Jail, Fire Suppression, Communications)
Fire and Police (Dispatch is included under Police)
o Includes 1 administrative schedule group(s) with no staffing rules • Customer is responsible for data setup for:
o Events
o Assignment Templates
• Bidding:
o Two types of awards (i.e. one PTO Type/Assignment) are included Shift Bid and Vacation Bid
o Includes two bidding groups. A bidding group is defined as having a unique set of qualifying rules that determines the bid order.
Fire and Police – 2 bids will be configured for each group o The execution of the bid includes 1 bid, 1 win, and 1 award cycle.

UKG Opp-694512_SVC; SOW terms expire if Order not executed by 09/30/24 Service Description
o Cloning of Bids is the customer’s responsibility
o Additional award types, bidding groups, execution steps, or cloning will require Additional Scoped Services to be defined

2. Service Parameters
The following parameters provide an additional set of considerations as it applies to the Project and Professional Services described in this document:

Item Parameters
Project Assumptions x The target duration for this project is 24 working weeks. x Customer is responsible for uploading leave balances via import tool Scope Changes and
Pricing
• Any stated project duration is for guidance only and expected to be as set out in this SOW based upon UKG’s experience with UKG customers andௗsolutions. Scope changes are subject to review and may impact the project duration and cost. If additional work beyond the initial scope of this SOW is needed, a separate Service Request will be required.
• If the Customer requires services not specified in this SOW, those services will be scoped based upon complexity and billed at the then current rate.
• UKG will not be responsible for troubleshooting Subscription Service(s), interfaces or hardware not provided by UKG.
• UKG’s quoted pricing does not include customization to the Subscription Service(s). A customization is defined as any system change that extends the Subscription Service(s) beyond what is provided by the delivered Subscription Service(s). Additional fees will apply if customization is required. Annual maintenance fees apply to all customizations. These fees are 15% of the cost of the customization. • UKG’s quoted pricing does not include the Excluded Items set out in this SOW Customer Tasks and
Communication
x Both UKG and the Customer ’s project team will complete assigned tasks by mutually agreed upon due dates as set forth in the project plan. UKG will not be responsible for delays caused by the Customer’s failure to provide adequate resources for the project or complete tasks promptly. x UKG will communicate with the Customer’s project manager, the appointed point of contact for Customer on this project. The Customer’s project manager will be responsible for all communications and project management among all Customer parties (staff, vendors, consultants) and for the e scalation and resolution of any issues for the Customer.
x All project tasks are completed through UKG’s remote deployment model unless otherwise mutually agreed to in advance or via an authorized service request or work order. Travel expenses are not included and will be invoiced separately as incurred.

3. Service Requests
Requests for changes to this SOW, additional scope, or activities outside of this planned project scope must be submitted to the UKG project manager in writing or in the form of an electronic service request.

The following excluded items are considered out of scope and will require a service request (“Excluded Items”):
x Material changes in the defined scope or effort
x Material changes in the number or type of work items to meet the defined scope of effort x Changes to the project remote delivery model
x Changes to the project duration

UKG will estimate the time and costs needed to implement the change and its impact on the project's delivery. UKG will perform the requested work once the service request has been completed and signed by the Customer.

23 23Kronos SaaShr, a UKG Company Proposal in response to City of Visalia, California Supply And Implementation of Time And Attendance Application RFP , No. 23-24-01 December 19, 2023
Attachment 3: Specifications Checklist and Proposer Questionnaire Complete the tables listed below by writing into the correct column (Y / N / M) for each requirement.

Any item marked with M (modification) have the proposed modification spelled out in the comments section.

Additional explanations may be included in the comment column or on a separate page with the section number and item number clearly identified.

Y Yes – The proposed application meets or exceeds the requirement.

N No – The proposed application cannot meet the requirement.

M (Modification) – The application must be modified to meet the requirement. Any item marked with M (modification) have the proposed modification spelled out in the comments section, include a proposed delivery date.

Specifications Checklist

TIME AND ATTENDANCE SPECIFICATIONS
Question Response Comments
1 Data collection method includes web-based
entry, app-based entry, and
biometric/keypad devices. Allowing
employees to clock in and out, view their
schedules, and request leave on the go.

Y
2 Provides an employee and supervisor self-
service module to perform routine tasks.

Y
3 All transactions must be processed in real-
time and be immediately available for inquiry
and reporting.

Y Real time processing is dependent on
internet connectivity from the user to
the Ready software. In the event a
connection is not available,
transactions will be recorded and
stored until internet connectivity is
restored.
4 Ability to auto-assign an account or update
with a project cost account to hours being
reported.

Y
24 24Kronos SaaShr, a UKG Company Proposal in response to City of Visalia, California Supply And Implementation of Time And Attendance Application RFP , No. 23-24-01 December 19, 2023

TIME AND ATTENDANCE SPECIFICATIONS
Question Response Comments
5 The solution should have robust reporting
and analytics capabilities, providing insight
into attendance patterns, employee
performance and workforce trends.

Y
6 Demonstrate audit capabilities for
transactions and authorization changes
Y
7 Demonstrate security capabilities for
authentication and authorization
Y
8 Can the system monitor coverage levels in
real-time and ensure they remain sufficient,
even while the supervisor is reviewing time-
off requests? It will only send alerts if the
coverage drops below the necessary
threshold.

Y
9 The system shall support bi-weekly (14-day)
payroll period options, i.e., Saturday thru
Friday with varying work schedules within
that pay period.

Y
10 The system should support existing
employees' personnel IDs generated by the
City. The ID format is “E99999999”. The ID
begins with a static uppercase E. The 9
represents a unique numeric identifier. As
new hires are onboarded the unique numeric
identifier is incremented by 1. Note: The
unique identifier is not padded with leading
zeros (production examples: E11146; E17518)
Y
11 The application should comply with
applicable labor laws, and regulations, and is
Y
25 25Kronos SaaShr, a UKG Company Proposal in response to City of Visalia, California Supply And Implementation of Time And Attendance Application RFP , No. 23-24-01 December 19, 2023

TIME AND ATTENDANCE SPECIFICATIONS
Question Response Comments
configurable to align with collective
bargaining agreements.
12 Accommodate alternate/flexible work
schedules. Including, but not limited to:

12.1 Traditional (8 hour per day; M-F, 40-
hour week)
Y

12.2 9/80 (9 hour per day: 80-hour pay
period)
Y

12.3 4/10 (4 workdays: 10-hour days) Y

12.4 Fire – 48/96 schedule – 56 hour/week
(24-day (182 hour) FLSA work period, 8 - 24
hour shifts per work period per shift).

12.5 Fire - Every 24 days we calculate OT
hours (hours worked over 182 in the previous
24-day period) and pay the OT portion (.5) on
the regular paycheck.

12.6 Police – Hybrid 4/10-3/12.5 with 28-day
work period for sworn public safety (FLSA
171-hour work period).

Y The Visalia Fire Department currently
use UKG TeleStaff for their scheduling
operations and the current version of
TeleStaff can accommodate this
requirement. UKG's proposal includes
our recommendation to migrate to
TeleStaff Cloud.
26 26Kronos SaaShr, a UKG Company Proposal in response to City of Visalia, California Supply And Implementation of Time And Attendance Application RFP , No. 23-24-01 December 19, 2023

TIME AND ATTENDANCE SPECIFICATIONS
Question Response Comments
13 The application should provide real-time
updates of schedule changes, including shift
swaps, time-off requests, and new
assignments, to all relevant personnel.

14.1 The ability to generate exception
reports.

14.2 The ability to view/make changes to
employee schedules and time sheets.

14.3 The ability for approving assigned
employee timesheets.

14.4 Entering of employee time. Y

14.5 Drill down capabilities to view project
accounting made by the employee.

14.6 Approving time off requests. Y

14.7 The ability to delegate tasks between
the supervisors.

14.8 The ability to run staffing reports with
ease.

Y
27 27Kronos SaaShr, a UKG Company Proposal in response to City of Visalia, California Supply And Implementation of Time And Attendance Application RFP , No. 23-24-01 December 19, 2023

TIME AND ATTENDANCE SPECIFICATIONS
Question Response Comments

14.9 The ability to send out overtime/shift
coverage needs through the system.

Y
15 Provides user self-service: Y

15.1 Ability to view/edit time entries. Y

15.2 Visibility to accrual balances. Y

15.3 Ability to make time off requests. Y

REPORTING
Question Response Comments
16 Does the system contain comprehensive reporting? Y

16.1 Timecard Report – Report needs to run timecards by selection; by the employee, by the department and by date range.

16.2 Transaction Report – Prints time that is entered and not punched by timeclock, for example leave usage, exempt roll up time, and additional hours like on-call pay.

16.3 Total Hours Report – A Report that lets us review Hours prior to exporting into Central Square Finance Enterprise.

16.4 Estimated Overtime Tracking Report – by an employee print both the daily and weekly overtime worked.

Y
28 28Kronos SaaShr, a UKG Company Proposal in response to City of Visalia, California Supply And Implementation of Time And Attendance Application RFP , No. 23-24-01 December 19, 2023

REPORTING
Question Response Comments

16.5 Timecard Approval Report – A Report that prints the status of a timecard, approved or unapproved by the employee, supervisor, and payroll representative.

16.6 Audit Report – Prints the trail log of user modifications applied to timecards; timesheet data; employee data benefits and system settings.

16.7 Accrued Benefits Report – Show by employee for each code how much time or hours were earned and taken during the current benefit year.

INTERFACES
Question Response Comments
17 Required electronic data-interchange
transfers using standard file formats
(CSV; Tab; Position or Delimited):

Y UKG Ready supports all these formats and has
an available API interface into Central Square
software for near real time integration and a
single user experience.

17.1 Export employee timecard data in a
specified format to upload into Central
Square Finance Enterprise Application.
(See figure A)
Y while this is supported - best practice would
be to use the API interface into Central
square. This is quicker, easier and more
reliable.

17.2 Import new and existing employee
information (i.e., name change, address,
and rate change) from Central Square
Finance Enterprise.

Y This is available - but best practice would use
the available API interface between Central
Square and Ready.

17.3 Import the Central Square Finance
Enterprise termination file.

Y
29 29Kronos SaaShr, a UKG Company Proposal in response to City of Visalia, California Supply And Implementation of Time And Attendance Application RFP , No. 23-24-01 December 19, 2023

INTERFACES
Question Response Comments

17.4 Import the Central Square Finance
Enterprise leave balance file.

Y This is possible - but best practice would use
the API interface into Central Square.

17.5 Import data from UKG Telestaff
system (i.e., employee id, work codes,
hours).

Y
Scheduling
Question Response Comments
18 Capable of allowing for paperless
seniority-based schedule sign-ups that
provide notification to the next in line for
their turn and automated time limit once
notification has been received.

Y The Visalia Fire Department currently use
UKG TeleStaff for their scheduling
operations and the current version of
Telestaff can accommodate this
requirement. UKG's proposal includes our
recommendation to migrate to TeleStaff
Cloud.
19 Shift Scheduling: The application allows
administrators to create, assign and
manage work schedules for different
personnel.

Y
20 The application should include
communication tools such as messaging,
push notifications.

Y
21 Supports different shift types and
rotations, including day, night, on-call, and
overtime shifts:

21.1 Fire – 48/96 schedule – 56
hour/week (24-day (182 hour) FLSA work
Y
30 30Kronos SaaShr, a UKG Company Proposal in response to City of Visalia, California Supply And Implementation of Time And Attendance Application RFP , No. 23-24-01 December 19, 2023
Scheduling
Question Response Comments
period, 8 - 24 hour shifts per work period
per shift).

21.2 Police – Hybrid 4/10-3/12.5 with 28-
day work period for sworn public safety
(FLSA 171-hour work period).

Y The Visalia Police Department currently use
UKG TeleStaff for their scheduling
operations and the current version of
TeleStaff can accommodate this
requirement. UKG's proposal includes our
recommendation to migrate to TeleStaff
Cloud.
22 Accommodate a shift
exchange/information handoff period.

Y This would be in Telestaff. This is available
in Ready but has not been included in this
proposal.
23 Mandatory OT tracking – constant
staffing.

Y
24 Voluntary OT tracking – constant
staffing.

Y
25 Fire - the capability to quickly fill a
vacant position using a rule-based
dynamic list. Sorted by configurable
metrics (i.e., accumulators, dates, and
counters).

Y The Visalia Fire Department currently use
UKG TeleStaff for their scheduling
operations and the current version of
Telestaff can accommodate this
requirement. UKG's proposal includes our
recommendation to migrate to TeleStaff
Cloud.
26 Alerts when the scheduled shift
exceeds the predefined number of
permitted work hours.

Y
31 31Kronos SaaShr, a UKG Company Proposal in response to City of Visalia, California Supply And Implementation of Time And Attendance Application RFP , No. 23-24-01 December 19, 2023
Scheduling
Question Response Comments
27 The ability for multiple employees
assigned to a single shift.

Y
28 The ability to insert availability. Y The Visalia Fire Department currently use UKG TeleStaff for their scheduling
operations and the current version of
Telestaff can accommodate this
requirement. UKG's proposal includes our
recommendation to migrate to TeleStaff
Cloud.

This is also available as an option in Ready
but has not been quoted in this
response. Further discovery can include this
in a best and final offer if needed.
29 The ability to insert time off request. Y
30 The ability to create open shifts. Y
31 The ability to take open shifts from an
app-based entry.

Y
32 Approving or Declining time off
requests.

TECHNICAL REQUIREMENTS
Question Response Comments
33 The vendor shall propose a solution
either hosted independently of the City of
Visalia’s network domain or on-premises
compatible with virtualized servers.

N UKG Ready is only offered as a SaaS solution
hosted in the Google Cloud Platform. Visalia
is currently running Telestaff on
premise. SAAS Telestaff is available.
32 32Kronos SaaShr, a UKG Company Proposal in response to City of Visalia, California Supply And Implementation of Time And Attendance Application RFP , No. 23-24-01 December 19, 2023

TECHNICAL REQUIREMENTS
Question Response Comments
34 Hosted independent solutions should
demonstrate electronic data-interchange
capabilities. Including but not limited to
APIs; standardized electronic file formats
like csv and Excel. Online solution like
API’s disclose limitations such as
throttling. And disclose of any data caps
applied to downloading of employee
information or for data processing.

Y
35 Integrated tools for the creation of
custom reports or dashboards with either
on-premises or hosted solutions.

Y
36 Appropriately apply updates to existing
employee accounts.

Y
37 Update employee benefit balance. Y
38 For on-premises deployments the City’s
preference for a database would be
Microsoft SQL.

N UKG Ready is only offered as a SaaS solution
hosted in the Google Cloud Platform.
39 The application shall be compatible
with modern browsers such as; Google
Chrome, Mozilla Foxfire, and Microsoft
Edge.

Y
40 SSL shall be required for all HTTP traffic
between client interfaces and host web
server(s).

Y
41 The proposed solution provides Single-
Sign-On (SSO) via SAML integration and
Y
33 33Kronos SaaShr, a UKG Company Proposal in response to City of Visalia, California Supply And Implementation of Time And Attendance Application RFP , No. 23-24-01 December 19, 2023

TECHNICAL REQUIREMENTS
Question Response Comments
force SAML logins. The City utilizes the
Microsoft Azure environment.
42 The application should automatically
accommodate changes from standard
time to daylight savings time and vice
versa
Y Standard functionality.
43 Data collection terminals shall have
dual power configurations; Power-
OverEthernet (POE) and standard 120-volt
supplies.

Y
44 Data collection terminals shall
automatically synchronize internal date
and time with the host server clock.

Y
45 Data collection terminals shall operate
offline should connectivity be lost to the
host server.

Y
46 Data collection terminals shall operate
for a short time without external power.

For example, in the event of a short power
loss.

M Optional NIMH Battery Backup required.
47 Biometric templates should be stored
both at the terminal and in the central
database. Describe how biometric
templates are maintained within the
proposed solution.

Y UKG biometric technology does not store
hard-copy biometric images. In fact, no
images are stored at all with the system.

Instead, the UKG InTouch terminal equipped
with a biometrics option converts the
biometric image into a mathematical
representation, which it stores in an
encrypted format. These are interpreted
using a company proprietary algorithm. As a
34 34Kronos SaaShr, a UKG Company Proposal in response to City of Visalia, California Supply And Implementation of Time And Attendance Application RFP , No. 23-24-01 December 19, 2023

TECHNICAL REQUIREMENTS
Question Response Comments
result, it’s practically impossible to
reproduce the original image. A fact that
greatly promotes the cause of employee
privacy.
48 Record accurate geo-location data for
auditing purposes. For example, to
determine where an employee was when
a time punch occurred.

Y
49 Scalability: Should be scalable and
flexible to accommodate changing
business needs and growing employee
counts.

Y
Proposer Questionnaire
Technical questions responses are required from all vendors. Additional explanations may be included on a separate page with the section number clearly identified. 1) For hosted environments, do you maintain copies of our data in multiple places to reduce the risk of downtime?
This is described in more detail in the hosting agreement.

System Uptime
UKG works closely with the data center to help ensure both the physical security and consistent availability of your UKG Ready data and applications. As a result of these efforts, UKG Ready uptime has historically measured 99.79 percent or greater monthly for unscheduled outages. The UKG Ready data center facility, which is designed to eliminate any single point of failure within the system architecture, provides the following features to maximize uptime:
x 24x7x365 monitoring of system operations
x N + N power redundancy
x Connectivity to multiple backbone providers
x Variable switch load technology
35 35Kronos SaaShr, a UKG Company Proposal in response to City of Visalia, California Supply And Implementation of Time And Attendance Application RFP , No. 23-24-01 December 19, 2023
x Hardened operating systems on all servers
Uptime Architecture
The UKG Ready database availability strategy relies on SQL Server transaction log shipping to maintain copies of its production database on three different servers. This strategy helps ensure that your data, application configurations, and stored code continue to be available even if a server, SAN, or site experiences failure. The primary SQL database solution consists of two databases built in a cluster to provide instant redundancy in the event that one server fails.

Transaction logs are shipped to another SQL Server in the production environment, thereby creating a local backup SQL server. Transaction log files are also shipped via a secure transmission to an off-site SQL server at the UKG Ready disaster recovery location. Full database backup is performed weekly — with incremental backups running daily — to further minimize risk. 2) For hosted environments, how do you safeguard backups from ransomware and other cyber threats?
The UKG Ready database availability strategy relies on synchronization to maintain copies of its production database on four different servers. This strategy helps ensure that your data, application customizations, and stored code continue to be available even if a database server or Google Cloud site experiences failure. The primary database syncs to a secondary database in real time, and the secondary database syncs to two other databases to provide instant redundancy in the event one server fails. Full database backup is performed weekly — with incremental backups running daily — to further minimize risk.
3) For hosted environments, how frequently do you back systems up? This is described in more detail in the hosting agreement.

Uptime Architecture
The UKG Ready database availability strategy relies on SQL Server transaction log shipping to maintain copies of its production database on three different servers. This strategy helps ensure that your data, application configurations, and stored code continue to be available even if a server, SAN, or site experiences failure. The primary SQL database solution consists of two databases built in a cluster to provide instant redundancy in the event that one server fails.

Transaction logs are shipped to another SQL Server in the production environment, thereby creating a local backup SQL server. Transaction log files are also shipped via a secure transmission to an off-site SQL server at the UKG Ready disaster recovery location. Full database backup is performed weekly — with incremental backups running daily — to further minimize risk. 4) Do you undergo a SOC Audit and regular Vulnerability Assessments? The UKG Ready environment has achieved the American Institute of Certified Public Accountants (“AICPA”) SSAE 18 SOC 1 Type II and AT101 SOC 2 Type II criteria for security, availability, and confidentiality. The cloud environment undergoes an annual audit by an independent Tier 1 auditing firm that publishes the SOC Type II reports attesting to the suitability and operating effectiveness of the controls in place. UKG Ready has certified its compliance with the EU/US Privacy Shield Framework. 36 36Kronos SaaShr, a UKG Company Proposal in response to City of Visalia, California Supply And Implementation of Time And Attendance Application RFP , No. 23-24-01 December 19, 2023
5) What are the support hours and where is support based out of? The UKG Partner for Life customer experience amplifies business outcomes with tailored success paths and technical expertise. From our experience and engaged team to our inclusive and collaborative approach, our premium, comprehensive customer experience is included in your subscription and establishes meaningful, lifelong partnerships with you and your organization. For additional information, please see Appendix 1 or click link below:

UKG-Partner-for-Life-Customer-Experience-Profile.pdf
x Support Services
o Support Hours: 8 a.m. - 5 p. m. EST., Monday - Friday, while our SLA is a 30-hour response time to high priority cases, UKG Customer Relationship responds to customer support calls in an average of 90 seconds or less.
o 24x7 Mission Critical Support: Immediate and ongoing support for a critical issue with no available workaround, when the system or a module may be down, major system degradation or data corruption is experienced, or other related factors are present o International Hours vary by geography and product. Please see your sales agreement for specifics.
x Success Services
o Community: Always-on access to rich content, how-to articles, discussion boards, and a direct connection to other UKG customers in your industry o Welcome program: Step-by-step guidance from the beginning of your UKG journey to help you reach your business goals and know what to expect along the way. o Learning and training: Access industry-leading online education portal for change management toolkits and resources, on-demand learning, webinars, live virtual instructor-led courses, and more.
o SuccessCare program: Soon after transitioning into support, meet one-on-one with UKG SuccessCare Advisors, providing you with hands-on coaching, tailored recommendations, and instructions on how to build a strong foundation for self- sufficiency.
x Executive Relationships
o Executive Relationship Management: Leverage trusted advisors for strategic guidance to evolve your people strategy and employee experience. Our team helps you reduce administrative burdens, optimize your solution, and support your long-term business initiatives.
37 37Kronos SaaShr, a UKG Company Proposal in response to City of Visalia, California Supply And Implementation of Time And Attendance Application RFP , No. 23-24-01 December 19, 2023
6) What are the best methods (i.e., phone, email, client portal, etc.) to get a response from support teams?
UKG offers 24x7 Mission Critical Support - Immediate and ongoing support for a critical issue with no available workaround, when the system or a module may be down, major system degradation or data corruption is experienced, or other related factors are present.

UKG also provides support from 6:30am-1:30am EST, Monday through Friday.

The UKG Customer Relationship Center can be contacted through a single phone, email or web address:
x Telephone: 1 800-394-help
x Email: [email protected]
x Online - from the UKG Customer Support web site: https://community.ukg.com/ 7) Will we have a dedicated account and technology team? UKG staffs a large deployment team that has the breadth and depth of IT experience, technical skills, and UKG application expertise required to manage, support, and maintain your cloud-hosted solution.

Our team members have earned a wide range of technical and security certifications, which prove they have amassed the experience and mastered the skills needed to deliver reliable, high-performance cloud hosting services.

During a typical deployment, your UKG project manager will be your single point of contact, managing a team of resources to meet the requirements of your deployment. We can also provide dedicated project resources for your deployment. This expectation would be discussed and agreed upon as we refine the scope and timeline of the project.
8) How often are major upgrades released?
UKG Ready will provide releases every 4 to 8 weeks. Updates are done globally by our technical team, and the release distribution typically occurs in the overnight hours on a weekend to have minimal impact on our customers. Since there is nothing an end user must do to upgrade, customers are always on the most recent release. Our product direction is to continually offer new functions and features within the UKG Ready suite of products – while updating the technology stack on a frequent basis. 9) How often are minor or hotfixes released?
UKG Global Support will send system administrators a notification for all system updates. These notifications will also be posted in UKG Community.
x Service Packs: Weekly — updates typically occur on Wednesdays x System Maintenance: 24-hour notice — updates typically occur during the weekend 10) Explain a typical upgrade path when moving from one version to another.

Updates are done globally by our technical team, and the release distribution typically occurs in the overnight hours on a weekend to have minimal impact on our customers. Since there is nothing an end user must do to upgrade, customers are always on the most recent release. Our product direction is to 38 38Kronos SaaShr, a UKG Company Proposal in response to City of Visalia, California Supply And Implementation of Time And Attendance Application RFP , No. 23-24-01 December 19, 2023
continually offer new functions and features within the UKG Ready suite of products – while updating the technology stack on a frequent basis.
11) Please provide your standard format for importing data from 3rd party systems.

The UKG Ready Integration HUB is an integrated component of the UKG Ready HCM platform. Unlike standard APIs that simply push and pull data to and from UKG Ready, the innovative toolset supports more sophisticated interfaces that extract, transform, and load data across multiple third-party systems including other HR applications, finance programs, or ERP systems. It can be used for integrations, historical data loads, and custom connections to keep HCM and other critical business processes running smoothly and efficiently.

UKG Ready also provides the ability to integrate with other system through API’s using File Exchange, REST and SOAP API's. A detailed list of the API library can be provided upon further discovery.

Visalia City CouncilSeptember 16, 2024

Visalia City Council
September 16, 2024