Special Notice / Hearing: None__
Vote Required: Majority
To: Honorable Board of Supervisors
From: Louise F. Rogers, Chief, San Mateo County Health
Chester J. Kunnappilly, MD, Chief Executive Officer, San Mateo Medical Center
Subject: Agreement with UKG Kronos Systems LLC to Provide a Workforce Management Staff Scheduling System
RECOMMENDATION:
title
Adopt a resolution authorizing an agreement with UKG Kronos Systems LLC to provide a workforce management staff scheduling system for the term of December 10, 2024 through December 9, 2029, in an amount not to exceed $850,500.
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BACKGROUND:
San Mateo Medical Center (SMMC) has utilized the same workforce management staff scheduling system since 2018. The vendor for the latter system notified SMMC earlier this year that the current system will sunset in July 2025. In April 2024, San Mateo County’s Health Information Technology division completed a Request for Proposals for a workforce management staff scheduling system to replace the existing staff scheduling system.
DISCUSSION:
UKG Kronos Systems LLC (UKG) was elevated because of their innovative approach as a leader in the industry, significant healthcare industry experience, and existing interface with the County’s automated timekeeping system. This agreement will provide SMMC with a staff scheduling system for the term of December 10, 2024 through December 9, 2029, in an amount not to exceed $850,500.
County Attorney has reviewed and approved the resolution and agreement as to form.
The resolution contains the County’s standard provisions allowing amendment of the County fiscal obligations by a maximum of $25,000 (in aggregate).
The Information Services Department has reviewed and approved the IT component of this agreement.
The County’s Contract Compliance Committee has approved a waiver request for a five-year term for this agreement.
It is anticipated that UKG will provide access to its staff scheduling system 100% of the time.
PERFORMANCE MEASURE:
|
Measure |
FY 2024-25 Estimated |
FY 2025-26 Projected |
|
Percentage of time that UKG will provide access to its staff scheduling system |
100% |
100% |
EQUITY IMPACT:
The utilization of Kronos ensures continued equitable health outcomes for the SMMC patients by providing SMMC with a workforce management staff scheduling. Access to this system is utilized by the patient care teams to provide the necessary care for all of SMMC’s patient population. This continued service will positively impact equitable health outcomes because delivery of healthcare at SMMC, a public safety net hospital, addresses community need. Within the past 18 months, the largest cohorts of specialty care patients at SMMC were female (52%), Hispanic or Latino (63%), and primarily Spanish speaking (55%). SMMC’s patients span a wide spectrum of races, ethnicities, gender, and gender-identities.
FISCAL IMPACT:
The term of the agreement is December 10, 2024 through December 9, 2029. The amount of the agreement is not to exceed $850,500 for the five-year term. Funds in the amount of $85,050 are included in the SMMC FY 2024-25 Adopted Budget. Funds in the amount of $170,100 will be included in the SMMC FY 2025-26 Recommended Budget.
The payment provisions and levels of services in this contract differ from that of the previous contract, due to UKG offering a markdown for a multiyear contract. The total value of the new contract represents a 25% decrease compared to that of the previous contract.
Expenses at SMMC are covered by fees for services or third-party payors whenever possible. The portion of expenses for services provided to the medically indigent or to those covered by programs that do not meet the full costs of care is covered by the County’s General Fund contribution to SMMC and is within the existing annual appropriation.
ATTACHMENT:
RFP Matrix