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 Kronos Incorporated for an Automated Time and Attendance System
RECOMMENDATION:
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Adopt a resolution authorizing an agreement with Kronos Incorporated for an automated time and attendance system for the term of July 3, 2021, through July 2, 2025, in an amount not to exceed $226,000.
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BACKGROUND:
On May 7, 2021, the County entered into an agreement with Kronos Incorporated (Kronos) for a subscription to Kronos’ automated time and attendance system, for the term of July 3, 2021, through July 2, 2022, with an annual autorenewal clause, in an amount not to exceed $53,115. The agreement allows for a 4% annual increase.
DISCUSSION:
Through recent inquiries from our Controller’s Office, SMMC has learned that it must now enter into a county service agreement for software subscriptions or licenses.
Kronos provides San Mateo Medical Center (SMMC) an automated time and attendance system that monitors employee hours and handles payroll using technologies like biometrics, RFID, and face recognition. It collects and records time information to generate reports, forecasts, and payroll calculations. Kronos can integrate with other software platforms, such as HR and accounting systems, to streamline processes. This integration helps organizations reduce costs, increase efficiency, and enhance compliance.
SMMC is requesting this Board waive the Request for Proposals (RFP) process and increase the funding accordingly through the end of the term, in order to ensure that SMMC has sufficient time to conduct a new RFP to replace this service. The new RFP is currently in progress and expects to select a vendor shortly.
County Attorney has reviewed and approved the resolution and agreement as to form.
This agreement is going to this Board late due to the transition of these types of purchases from a software subscription to a service agreement.
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 four-year term for this agreement.
It is anticipated that Kronos will provide access to its automated time and attendance system 100% of the time.
PERFORMANCE MEASURE:
|
Measure |
FY 2023-24 Actual |
FY 2024-25 Projected |
|
Percentage of time that Kronos will provide access to its automated time and attendance system |
100% |
100% |
EQUITY IMPACT:
The utilization of Kronos ensures continued equitable health outcomes for the SMMC patients by providing automated time and attendance system to SMMC medical staff. The access to this automated time and attendance 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. Specifically, in the past 12 months, 68.3% of SMMC’s patients were enrolled in Medi-Cal with an additional 6.1% of SMMC’s patients enrolled in the Access to Care for Everyone (ACE) program. SMMC’s patients span a wide spectrum of races, ethnicities, gender, and gender-identities.
FISCAL IMPACT:
The term of the agreement is July 3, 2021, through July 2, 2025. The amount of the agreement is not to exceed $226,000 for the 4-year term. Funds in the amount of $59,748 will be included in the SMMC FY 2024-25 Recommended Budget.
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.