TO: ADAM PIRRIE, CITY MANAGER
FROM: JEREMY STARKEY, FINANCE DIRECTOR
DATE: JUNE 24, 2025
Reviewed by:
City Manager: AP
SUBJECT:
Title
AWARD OF CONTRACT TO TIMECLOCK PLUS, LLC FOR IMPLEMENTATION OF THE TIME, SCHEDULING AND ATTENDANCE SOLUTION (FUNDING SOURCE: TECHNOLOGY FUND AND GENERAL FUND)
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SUMMARY
The City has used the current electronic timekeeping system since 2006. Continued use of the system will require a significant investment to upgrade the hardware and software components. Staff has identified several areas where the current software, IntelliTime VTI, no longer meets the City’s needs for scheduling staff or capturing staff’s timekeeping without manual efforts to ensure accuracy. Furthermore, the time clock used by Community Services staff is beyond its intended useful life and has been presenting challenges to maintain its operation. The current IntelliTime software solution is beyond its end-of-life and the vendor is requiring an upgrade to bring it to a currently supported version.
Over the last several months, staff from both the Financial Services Department and the Information Technology Division have explored various solutions that would provide advanced scheduling and time and attendance functionality that would integrate with the City’s current and future financial systems. A summary analysis of these options is provided later in this report.
Staff determined that replacing the current IntelliTime timekeeping solution with a new time, scheduling and attendance solution from TimeClock Plus, LLC would be the most effective overall solution for the City. In February 2025, staff began seeking quotes from providers of this specialized software and exploring options of either performing the upgrade with the same vendor, a full replacement with a separate vendor, or a hybrid approach of using multiple software solutions for either scheduling or timekeeping. Current year savings in the budgets of the Police Department and Technology Division are sufficient to support the cost of the implementation and support of the TimeClock Plus system during the first year. The costs for future years will be included in future budgets, using the Technology Fund, with costs allocated to departments through an annual technology fund charge. Staff also recommends that the City Council authorize the City Manager to enter into an agreement with TimeClock Plus, LLC for the project.
RECOMMENDATION
Recommended Action
Staff recommends the City Council authorize the City Manager to enter into a contract with TimeClock Plus, LLC for the initial year and four additional one-year terms in an amount not to exceed $143,430 for a time, scheduling and attendance solution.
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ALTERNATIVES TO RECOMMENDATION
In addition to the recommendation, there are the following alternatives:
A. Request additional information from staff.
B. Do not approve the proposed contract.
FINANCIAL REVIEW
The costs for TimeClock Plus, LLC include one-time implementation costs and the initial year’s licensing, support and maintenance costs and are not to exceed $43,000 in 2025-26. The procurement of these services and equipment complies with all City purchasing guidelines. Staff received quotes for services and equipment from three different sources for different configurations, which are summarized below.
|
Timekeeping and Scheduling Solution |
2025-26 |
|
PowerTime Advanced Scheduling IntelliTime Upgrade to On Premise Timekeeping Only |
$46,135 |
|
IntelliTime Upgrade to Hosted Timekeeping & Scheduling |
$44,860 |
|
TimeClock Plus with Aladtech Hosted Timekeeping and Scheduling |
$43,000 |
The software needed for timekeeping and scheduling is specialized and must allow for long-term scheduling for a variety of shift types, electronic approval processes for overtime and leave requests, and integration into our current and future financial systems. Staff selected the solution options listed above to achieve these needs. Staff from our Technology Division, Financial Services Department, and Police Department attended demonstrations by each of these providers. After reviewing demonstrations from the software providers there were some solutions that would not meet the City’s overall needs. The solution with TimeClock Plus, LLC met the City’s needs most closely and has been selected as the preferred solution.
Staff has identified savings in the Police Department’s 2024-25 budget of $15,000 to partially offset the first year’s cost of this project. Additionally, savings in the 2024-25 Technology Fund of $28,000 are available to offset the remainder of the project’s first year costs. Given the use of anticipated savings, staff’s recommendation will have a neutral impact on the 2024-25 budget.
Ongoing costs for the licensing, maintenance and support of the TimeClock Plus software system will be included in upcoming budgets with estimated costs of $23,463 in 2026-27, $24,560 in 2027-28, $25,655 in 2028-29 and $26,752 in 2029-30. These costs will be fully offset in future fiscal years through the reduction in our ERP SaaS licensing costs by removing the timekeeping and advanced scheduling module licenses from that software solution.
The staff cost to explore and evaluate possible solutions for the expiring financial system, procurement activities, and to prepare this report is estimated at $4,741, and is included in the operating budget of each department.
ANALYSIS
TimeClock Plus, LLC offers a hosted time and attendance solution that is integrated with an advanced scheduling module that will meet the needs of our modern workforce. Our current timekeeping solution has been used, in a very similar configuration, since 2006 along with equipment that has reached its end-of-life or is no longer supported. Updating to the solution by TimeClock Plus will move our software services to a cloud-based environment that will enhance security and provide backup and recovery services to keep services online with minimal interruptions. They provide redundant infrastructure hosted in U.S.-based data centers and 24/7 monitoring and maintenance.
This solution is also able to be enhanced easily to offer many of the modern features a time and attendance and scheduling software should provide. It will allow for mobile access for timekeeping entry and approval, leave and overtime requests, viewing leave banks, and is highly configurable to deliver capabilities to all staff.
Staff explored various solutions and sources of funding for these services, one being integration with the Tyler ERP software solution currently being implemented to replace the current Eden Inforum Gold financial system. While Tyler ERP does offer both time and attendance and advanced scheduling modules, staff believes that their services would not meet the overall needs of the City. In the ERP project scope, staff included costs to support a time and attendance solution in the Tyler Technologies agreement. Using the proposed solution in this staff report, staff expects to have annual savings from the licenses budgeted with the Tyler Technologies agreement that can be applied to the ongoing costs of the TimeClock Plus system. Staff has also identified one-time savings from the Police Department and Technology Division budgets that will offset the costs of the initial year’s implementation and licenses.
With the City Council’s approval, staff from various departments will partner to kick off the project with an expected timeline beginning in July and ending by mid-October 2025. This project timeline is ideal and the least impactful to the efforts already underway with the Tyler ERP implementation.
RELATIONSHIP TO CITY PLANNING DOCUMENTS
Staff has evaluated the agenda item in relationship to the City’s strategic and visioning documents and finds that it applies to the following City Planning Documents: Council Priorities, General Plan, and the 2024-26 Budget.
CEQA REVIEW
This item is not subject to environmental review under the California Environmental Quality Act (CEQA).
PUBLIC NOTICE PROCESS
The agenda and staff report for this item have been posted on the City website and distributed to interested parties. If you desire a copy, please contact the City Clerk’s Office.
Submitted by:
Jeremy Starkey
Finance Director