Authorize the City Manager to procure the renewal for the City’s Time Keeping System from TimeClock Plus in the Amount of $64,712. The City is seeking approval to renew the TimeClock Plus Enterprise License, hardware support, and maintenance agreement for the period of July 27, 2026 through July 26, 2027. TimeClock Plus is the City's workforce management and timekeeping solution that is currently being implemented across multiple departments. While the system has not yet to be fully deployed city-wide, continued support and licensing are essential to completing implementation activities and ensuring the system is ready for operational use. Once fully implemented, the system will improve
workforce management processes, enhance payroll accuracy, increase operational efficiency, and provide improved accountability for employee time reporting. 

The TimeClock Plus implementation remains an active project involving system configuration, testing, integration, and deployment of hardware timeclock devices throughout City facilities. The Enterprise License provides access to the full suite of workforce management tools required to support these activities, while hardware support and maintenance ensure that installed devices remain covered during testing and rollout. Without renewal of these services, implementation efforts could be delayed, potentially impacting project timelines and increasing the risk of service interruptions as the City prepares for full deployment.

The proposed renewal covers ongoing vendor support, software maintenance, hardware warranty services, and access to software updates necessary to complete the implementation successfully. Maintaining these services throughout the implementation period allows City staff and the vendor to continue addressing configuration requirements, resolving technical issues, and preparing departments for transition to the new system. The agreement also protects the City's investment in the project by ensuring all deployed equipment and software remain supported during this critical phase.

Looking ahead, the renewal will support continued implementation activities through July 26, 2027 and help facilitate the transition from project deployment to full operational use. As departments complete testing and onboarding activities, the system will be positioned for broader adoption across the organization. Continued licensing and support will minimize implementation risks, prevent project delays, and ensure City staff have the resources necessary to bring the system online successfully. No additional action is requested beyond approval of the renewal to maintain uninterrupted support and implementation services during the project period.

The competitive bidding process was not utilized. Per Section 2-4152 of the City's purchasing ordinance, the City is authorized to purchase goods or services through Contract TIPS # 240505, which expires 07/31/27. Delivery: As needed. Terms: Net 30 days. The vendor is:

C.C. TimeClock Plus (San Angelo, TX) (D) $64,712

A pre-bid conference was not conducted, as this is a cooperative contract procurement. (D) Indicates non-local, non-DBE business.

Local available: No
Total sent: 1
Total received: 1

Approval