Special Notice / Hearing: None__
Vote Required: Majority
To: Honorable Board of Supervisors
From: Juan Raigoza, County Controller
Subject: Agreement with Infor (US), Inc. for software license and support services for its Workforce Management (WFM) system, internally referred to as ATKS - Automated Time Keeping System
RECOMMENDATION:
title
Adopt a resolution waiving the request for proposals process and authorizing an agreement with Infor (US), Inc. for the County maintenance and support services for its Automated Time Keeping System for an initial term of September 1, 2026 through August 31, 2029, with two one-year options to extend the term through August 31, 2031 for a total not to exceed amount of $822,441.98.
body
BACKGROUND:
In February 2006, the County entered into a Software License Agreement (the “Agreement”) with Workbrain, Inc. (later acquired by Infor (US), Inc.) and related agreements in connection with deploying, implementing and licensing a software solution to automate employee time, leave, scheduling and attendance across the County’s departments.
Since deployment in April 2007, the County has been using Infor’s workforce management (WFM) platform as the primary Automated Time Keeping System (ATKS) for all County employees. This software application provides the system of record for the hours worked by County employees and is the primary source of data used to process the County’s payroll on a bi-weekly basis. Ensuring the ongoing functionality of ATKS requires support and maintenance from Infor.
This Board has previously authorized expenditures to pay Infor to provide continuing support and maintenance services for certain software component systems associated with ATKS for specified terms, including in 2015 (Res. No. 073984), 2018 (Res. No. 076070), and 2020 (Res. No. 077610), and 2024 (Res. No. 079851) pursuant to the underlying Agreement and addenda to the Agreement.
Until 2018, the Technology Services Department was responsible for the Agreement to provide maintenance and support services. The Controller’s office has managed the maintenance and support services since 2018.
DISCUSSION:
Preventative and routine maintenance of ATKS is required to ensure ATKS will be available for employees to enter their hours worked in their respective timesheets on a weekly basis to ensure they meet the strict deadlines of payroll processing. ATKS is a proprietary application, and maintenance, such as software patches, are solely provided by the vendor, Infor, which acquired Workbrain in 2007.
The underlying Agreement from 2006 provided maintenance and support services for a specified term, including customer service desk access, trouble shooting and remote repair of reported issues. Infor has proposed a renewal to the 2006 Agreement to provide the County with a multiyear commitment to provide such maintenance and support services for certain component systems utilized by the County in connection with ATKS for an initial term of September 1, 2026 through August 31, 2029, with two one-year options to extend the term through August 31, 2031 for a total not to exceed $822,441.98.
As an ongoing proprietary service, the County Procurement Department has determined, pursuant to Administrative Memorandum B-1, Waivers for Competitive Requirements, § IV(B)(1) that contracts for goods and services that are sole source procurements may be utilized when justified and necessary to meet the County’s needs. Procurement has determined that competitive procurement for this Agreement can be waived because Infor is the sole source for these services.
The County Attorney’s Office has reviewed and approved the resolution as to form.
PERFORMANCE MEASURE:
|
Measure |
FY2025-26 (Actual) |
FY2026-27 (Projected) |
|
Percentage of Time ATKS is Available |
99.9% |
99.9% |
COMMUNITY IMPACT:
The WFM platform supports the County’s Automated Time Keeping System (ATKS) to ensure real-time access to reliable accurate information about schedules and time sheets. This ensures a robust workforce management system to optimize payroll and compliance that garners employee trust and engagement, County financial stability, and the assurance that the County’s payroll system is secure and mitigated for risk.
FISCAL IMPACT:
The term of this agreement is from September 1, 2026 through August 31, 2029, for an amount not to exceed $473,999.62, with an additional amount of $348,442.36 if the County exercises its options to extend the agreement for two additional years through August 31, 2031, for a total not to exceed $822,441.98. Funding for this agreement is included in the Payroll Common budget for the current fiscal year and will be included in future years’ budget requests.