Title
Resolution to Approve a Sole Source Professional Services Agreement with Covalence Consulting Inc., for UKG Pro Support of the Transition of the City from Ultimate Time and Attendance (UTA) to UKG Pro Workforce Management (WFM) Platform and Appropriate Funds ($279,400.00) (8 Votes Required)
Memorandum
Attached for your review and consideration is a resolution approving a Professional Services Agreement with Covalence Consulting Inc., to support the transition from Ultimate Time and Attendance (UTA) to UKG Pro Workforce Management (WFM) and implementation of the new system (“Agreement”). The Agreement is in the amount of $254,000.00, with a $25,400.00 contingency, for a total project amount of $279,400.00. Covalence Consulting, Inc. was selected using sole-source procurement.
The City has used Ultimate Time and Attendance (UTA) for timekeeping and payroll-related functions since 2007. The vendor is retiring the UTA platform, requiring the City to transition to a replacement system. UTA currently supports a variety of workforce management functions, including time and attendance tracking, benefits accruals, payroll-related processes, and other Human Resources functions.
To ensure the successful configuration, implementation, and adoption of the new system, professional support services are necessary. These services will help ensure a smooth transition while allowing the City to maintain operations without disruption to employee payroll.
Covalence Consulting, Inc. has extensive expertise with the UKG Pro WFM platform and has successfully supported the City on other highly technical and specialized projects. As a result of that prior work, Covalence is already familiar with the City’s business processes, software integrations, and system environment.
Covalence will provide support throughout the transition, including project management, requirements analysis, system configuration, data migration, testing, training, implementation, and post-implementation support. The new WFM system will be fully tested prior to deployment to minimize the risk of errors and operational inefficiencies. The implementation will also provide an opportunity to incorporate best practices and further strengthen the City’s timekeeping and payroll processes.
Budget/Fiscal Impact: This project is not budgeted within the FY 2027 budget. Since this project involves a software platform that is utilized by all City Departments it is being requested that $279,400.00 from the Information Technology Fund fund balance be appropriated for this project ($254,000.00 for the contract and $25,400.00 as a contingency).
Staff
Prepared by: Tami Cook, Accounting Manager, Financial Services
Reviewed by: Marti Praschan, Financial Services Area Administrator and CFO
Reviewed by: Jake Chase, Applications Manager
Reviewed by: Joshua Baron, IT Director
Approved by: Milton Dohoney Jr., City Administrator
Body
Whereas, The Ultimate Time and Attendance software, which serves as the timekeeping and payroll platform used by the City, is being retired;
Whereas, The UKG Pro Workforce Management software is the preferred platform to replace the current software;
Whereas, Covalence Consulting, Inc., is an expert in the UKG Pro platform and has adeptly supported the City in recent projects;
Whereas, Support services are necessary for the successful transition from UTA and implementation of WFM; and
Whereas, Covalence Consulting, Inc. is in compliance with the requirements of the City’s Non-Discrimination and Living Wage ordinances;
RESOLVED, That City Council approve a sole-source procured Professional Services Agreement between Covalence Consulting, Inc. and the City of Ann Arbor for support of the UTA to WFM transition in the amount of $254,000.00 through project completion (“Agreement”);
RESOLVED That City Council approve a contract contingency in the amount of $25,400.00 (10%) be established and the City Administrator be authorized to approve change orders to the contract with Covalence Consulting, Inc., in order to satisfactorily complete this project;
RESOLVED, That City Council appropriates $254,000.00 from the Information Technology Fund balance to the FY 2027 Information Technology Fund expenditure budget for the purpose of this project;
RESOLVED, That City Council appropriates $25,400.00 from the Information Technology Fund balance to the FY 2027 Information Technology Fund expenditure budget for the contingency for this project;
RESOLVED, That all amounts herein are without regard to fiscal year;
RESOLVED, That the Mayor and City Clerk be authorized and directed to execute the Agreement after approval as to substance by the City Administrator and as to form by the City Attorney; and
RESOLVED, That the City Administrator be authorized to take any necessary administrative actions to implement this resolution including: execution of related additional agreements necessary to effectuate the terms of the Agreement; execution of authorized renewals and amendments not exceeding the approved expenditure amount; and termination of the Agreement as needed.