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Quote#: Q-136663
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ORDER FORM
Quote#: Q-136663
Order Type: Quote
Expires: 29 Sep, 2023
Date: 05 Oct, 2023
Sales Executive: Joe Puccini
Effective Date: Effective as of the date of last signature of this Order
Customer Legal Name:
CITY OF EL MIRAGE
Customer Legal Address:
10000 N El Mirage Rd., EL MIRAGE, AZ 85335 USA
Bill To: CITY OF EL MIRAGE
10000 N El Mirage Rd.
EL MIRAGE, AZ 85335 USA
Ship To: CITY OF EL MIRAGE
10000 N El Mirage Rd.
EL MIRAGE, AZ 85335 USA
Bill To Contact:
Ship To Contact: Valerie Ojeda
Ship to Phone: 623-876-2953
Ship to Mobile:
Contact: Valerie Ojeda
Email: vojeda@elmirageaz.gov
Currency: USD
Shipping Terms: Shipping Point
Customer PO Number:
Ship Method: FedEx Ground
Solution ID: 6191088
Freight Term: Prepay & Add
Initial Term: 36 months
Uplift Percent: 4 %
Renewal Term: 12 months
Payment Terms: Net 30 Days
Billing Start Date: 120 Days from the Effective Date
Subscription Services
Billing Frequency: Monthly in Arrears
Subscription Services
Quantity
PEPM
Monthly Price
UKG READY TIME
232
USD 3.78
USD 876.96
UKG READY ACCRUALS MANAGER
232
USD 0.63
USD 146.16
UKG READY LEAVE
232
USD 0.95
USD 220.40
Quote#: Q-136663
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Subscription Services
Quantity
PEPM
Monthly Price
UKG READY HR
232
USD 3.78
USD 876.96
UKG READY BENEFITS
232
USD 3.47
USD 805.04
UKG READY LEARNING
232
USD 2.21
USD 512.72
UKG READY PAYROLL
232
USD 3.78
USD 876.96
UKG READY COMPENSATION
232
USD 0.63
USD 146.16
UKG READY INTEGRATION HUB
1
USD 0.00
USD 0.00
UKG READY PAYROLL SERVICES
232
USD 1.75
USD 406.00
GREAT PLACE TO WORK CERTIFICATION - ASSESS TIER
1
USD 0.00
USD 0.00
UKG READY PEOPLE INSIGHTS
232
USD 2.00
USD 464.00
Total Price
USD 5,331.36
One Time Setup Fee
Billing Frequency: Billed 100% upon signature of the order form
Item
Total Price
One Time Setup Fees
USD 18,240.00
Quote Summary
Item
Total Price
Minimum Monthly SaaS Service & Equipment Rental Fee
USD 5,331.36
Item
Total Price
Minimum Annual SaaS Service & Equipment Rental Fee
USD 63,976.32
Item
Total Price
Total One Time Fees
USD 18,240.00
Order Notes:
The Professional Services Engagement Overview attached to this Order Form is a summary for the implementation services to be
provided by UKG for the UKG Ready Setup Fees set forth on this Order Form.
This order entered into between the Customer and Kronos SaaShr, Inc. (a UKG company) is subject to the terms and conditions of the
Master Agreement Reference #18221 dated March 18th, 2019 between the Lead Agency (acting as "Owner") and Kronos SaaShr, Inc.
(as the "Contractor"), as amended (collectively referred to as the “US Communities Agreement #18221”). The Attachment 1 is included
with this Order Form. Customer agrees that additional fees may be invoiced and owed if Customer incurs fees as outlined in
https://www.ukg.com/ukg-payroll-services-miscellaneous-pricing-schedule-August2019 (“Attachment 2”).
Great Place to Work Certification – Assess Tier is subject to the Agreement and the supplemental terms located at:
http://www.ukg.com/supplement/GPTWCertification.
Quote#: Q-136663
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IN WITNESS WHEREOF, the parties have caused this Order to be executed by their authorized representatives and shall be effective
as of the date of the last signature below.
CITY OF EL MIRAGE
Kronos SaaShr, Inc.
Signature: /CS1/______________________________
Signature: /KS1/_____________________________
Name: /CN1/______________________________
Name: /KN1/_____________________________
Title: /CT1/______________________________
Title: /KT1/_____________________________
Date: /CD1/______________________________
Date: /KD1/______________________________
The monthly price on this Order has been rounded to two decimal places for display purposes. As many as eight decimal places
may be present in the actual price. Due to the rounding calculations, the actual price may not display as expected when displayed
on your Order. Nonetheless, the actual price on your invoice is the true and binding total for this Order for purposes of amounts
owed for the term.
October 5, 2023
Professional Services Engagement Overview
Purpose and Overview of Engagement
This Professional Services Engagement Overview outlines the scope of services to be provided by Kronos for the Setup
Fees indicated on the applicable Order for, to CITY OF EL MIRAGE (“Customer”) related to the Core Modules, Value-
add Modules, and/or Optional Services contained in the document. Our Professional Services engagements are
designed to help our Customers successfully implement your Core Modules, as well as enable you to easily layer Value-
add Modules and functionality over time based on your priorities, schedule, and resources.
The Ready® Professional Services engagement described herein is fixed price based and is subject to the terms and
conditions governing your Ready – Software as a Service (the “Agreement”). Unless otherwise defined herein, words and
expressions defined in the Agreement shall have the same meaning in this Professional Services Engagement Overview.
Your Ready SaaS Solution
CITY OF EL MIRAGE and Kronos are deploying the following Ready modules with 5 location(s), 1 EINS and 2 collective
bargaining agreements(s).
Core Modules
Employees
Deployments
Estimated Duration
UKG READY TIME
232
1
UKG READY ACCRUALS MANAGER
232
1
UKG READY HR
232
1
UKG READY PAYROLL
232
1
UKG READY PAYROLL SERVICES
232
1
150 Days
Value Add Modules
Employees
Deployments
Estimated Duration
UKG Ready Learning
232
1
60 Days
UKG Ready Compensation
232
1
15 Days
UKG Ready Leave
232
1
30 Days
CITY OF EL MIRAGE and Kronos Collaboration
A successful Professional Services Engagement will require close collaboration between CITY OF EL MIRAGE and Kronos.
The Kronos Professional Services team is equipped to help keep you on target for meeting project milestones and
requirements, as well as to assist you in configuring and deploying the Ready solution that meets your organization’s
specific requirements. Your organizations participation and commitment to the project goals and timeline are critical to
help ensure success.
The Estimated Duration stated above is an estimate based upon our experience with our customers and products.
Depending upon the preparation and engagement of your organization, there may be opportunity to accelerate the
completion of this engagement. However, the Estimated Duration may be exceeded based on the level of preparedness,
bandwidth, and skill level of your available resources. Other examples that may extend the Estimated Duration include:
separate deployments of the solution, having a unionized workforce, and policies that vary across employee groups.
Core Functionality Deliverables
Working in close collaboration, CITY OF EL MIRAGE and Kronos will deploy the following core modules and functionality
in 150 estimated days from project kick-off. Any quantified deliverables listed herein are based on services deliverables
and are not to be considered system constraints.
Ready Core
Kronos Delivered Value
UKG Ready Time
UKG Ready Time deployment gets you started with the ability to accept punches and
pay employees accurately through these core components:
• Total Cost Centers
• Profiles
• Timesheet
• Time Off Request
• Pay Calculations
• Pay Prep
• Security
• Points
• Tables
• Rate
• Holiday
• Manager Levels
• Employee Perspective Scorecards
• Workflows
• Time Off Requests
• Timesheet Change Requests
• Schedules
• Daily Rules
• Work Schedule Profiles
• Pay Periods
• Counters
• Time Off Categories
• Reports
• 61 commonly used pre-configured reports are included in the
implementation
• Kronos will configure up to 5 additional custom reports using
the standard functionality in the software
• Timekeeping Admin Training
UKG Ready People Insights
UKG Ready People Insights core functionality deployment gets you started by
establishing standard views of common information helpful to business stakeholders.
The standard views Kronos will provide during this project include:
• Calculation of flight risk
• Configurable alerts using AIMEE Insights
• Standard reporting including pivot functionality
• Flight Risk Dashboard tile
• Voluntary Termination Reason Mapping (*if HR Module)
• UKG Ready People Insights requires UKG Ready Time
UKG Ready Accruals
UKG Ready Accruals Manager adds comprehensive accrual administration to UKG
Manager
Ready Time by automatically enforcing your time off policies through:
• Consistent enforcement of policy
• Configurable calculation methods & grants
• Time-Off routing & approval workflow (requires UKG Ready Time)
• Time-Off requests at data collection devices
• Automatic updates to schedule & timecard (requires UKG Ready Time)
• Visibility to projected balances
• Automatic balance reduction (requires UKG Ready Time or UKG Ready
Payroll)
• View time-off calendars for groups
• Mobile access
• One-Time data load using customer-supplied data for current year in a
standard Kronos-supplied format
• Configure accruals profiles and assign to employees
Please note that UKG Ready Accruals Manager requires UKG Ready Time.
UKG Ready HR
UKG Ready HR core functionality deployment gets you started by establishing HR as
the system of record for employees, one of
the most important foundational components, through:
• Core employee demographics
• Onboarding
• Checklists
• Up to 10 will be configured by the Kronos project team, however
the Customer can configure as many as needed
• Personnel management
• Benefits administration
• Open enrollment / life event
• Work Flows
• Up to 10 will be configured by the Kronos project team, however
the Customer can configure as many as needed
• HR documents & forms
• Up to 10 custom forms will be configured by the Kronos project
team, however the Customer can configure as many as needed
• Incident tracking
• Certification / Credential
• Asset management
• Compliance reporting
• Standard reporting
• One-Time data load using customer-supplied data for current year in a
standard Kronos-supplied format
• Interface bundle using customer supplied data in standard file formats
• HR Admin Training
UKG Ready Payroll
UKG Ready Payroll deployment gets you started with the end-to-end payroll process
with the ability to calculate gross-to-net, pay employees, make adjustments and
export data needed for tax filing (if using a provider other than UKG Ready Payroll
Services) through:
• Pay Period Profiles
• Up to two Parallel Payroll Tests
• Company Tax Setup (Jurisdictions)
• Custom Exports/Reports
• Company Deduction Types
• Company Earning Types
• Configure Default Banks
• Workers Comp Types
• Payroll History up to 4 Quarter of Current Year
• All Payroll Configurations Include:
• Standard Dashboard Widgets
• Global Payroll Settings
• Standard Notifications
• GL Set Up
• In-house manual check printing
• Employee Imports
• Vendor Payments (ACH/Check)
• Payroll Administrative Training
Please note: If UKG Ready Payroll Services module has been purchased, see UKG
Ready Payroll Services deliverables in this document. If UKG Ready Payroll Services
module has not been purchased, Kronos will configure tax filing options for one of the
following vendors – BSI, ADP, Ceridian.
UKG Ready Payroll Services
UKG Ready Payroll Services deployment prepares you to manage post payroll
calculation functions utilizing the services as indicated in the Payroll Processing
Addendum through:
• Election of services
• Confirmation of Funding method
• Testing of Funding bank account
• Tax Account ID, Frequency & Rate*
• Balancing Current Year Payroll Tax Payments
• Collection of Power of Attorney forms for all jurisdictions
• Delivery policy configuration
• Shipping account authorization and configuration
• Confirmation Multi-state new hire registration (if applicable)
• Master Vendor maintenance
• Payroll Processing Notifications
• Tax Code configuration verification reporting
• UKG Ready Payroll Services New administrator training
*Services can only be provided for tax accounts with valid Tax ID provided
Please note: It is the responsibility of the customer to provide all requested
information including year-to-date payroll and tax payment information, valid tax
account ID’s for all active tax jurisdictions and requested Power-of-attorney forms.
UKG Ready Benefits
UKG Ready Benefits deployment gets you started with the end-to-end benefit
administration process with the ability to automate carrier connectivity through:
• Employee Self-Service capabilities including open enrollment/life events
• Dependent and beneficiary record keeping
• Drag-n-Drop scheduling tools
• One time data load of benefit enrollments, including dependents and
beneficiaries
• Benefit maintenance training
• 10 carrier feeds including benefit providers, COBRA connectivity to a TPA,
and Financial Connectivity (Each file needed, even to the same vendor, will
count as one feed)
• Smart Forms
• Standard Reporting
Please note: UKG Ready Benefits requires UKG Ready HR for benefit plan feeds and
UKG Ready Payroll for retirement/401(k) feeds
Value-Add Functionality Deliverables
Once your core functionality is deployed, Kronos will work in close collaboration with CITY OF EL MIRAGE to deploy
the following Value-Add modules and/or functionality over time in short, agile deployments aligned with your
priorities, schedule, and resources:
Value-Add
Kronos Delivered Value
UKG Ready Leave
UKG Ready Leave adds comprehensive leave administration through:
• Federal & state leave policy enforcement
• Employer-specific leave policy enforcement
• Qualifying questionnaire
• Leave eligibility, type & duration determination
• Leave case routing workflow
• Leave case life cycle monitoring
• Leave hour interface with timesheets
• Employee self-service leave request & history
• Standard reporting & email notification alerts
• One-Time data load using customer-supplied data – current leave cases,
leave case entries & entitlement balances in a standard Kronos-supplied
format
Please note: This module provides maximum value when used with UKG Ready Time,
UKG Ready Accruals & UKG Ready HR.
UKG Ready Compensation
UKG Ready Compensation automates the entire compensation management process
from defining programs and guidelines through budgeting and modeling to routing
proposals for approval through:
• Configurable compensation cycles
• Tie compensation to performance outcomes
• Import/export Excel-based compensation proposals
• Routing & approval workflows
• Complete compensation process visibility
• Budget vs. proposed comparison
Please note: UKG Ready Compensation requires UKG Ready HR.
UKG Ready Integration Hub
UKG Ready Integration Hub enables data to flow between Ready and 3rd party
applications and/or vendors. If the 3rd party application and/or vendor does not
accept the standard Ready formatting and/or methods for automated delivery, a
formatted file will be delivered instead. The customer is responsible for providing
import files to Kronos in the standard Ready format and utilizing the standard Ready
delivery method. Kronos will deliver a standard bundle of up to 5 interfaces as part
of this project. Each direction (to/from) any 3rd party system and Kronos is
considered a separate interface. Interfaces will be accomplished via standard file
Exchange. Customer will work with Kronos and 3rd party vendors to facilitate design
and testing. The Method of the file exchange will be determined by UKG Ready
Professional Services Delivery Team. Kronos will provide standard Import/Export files
using UKG Ready Integration Hub. Customer will work with the 3rd parties and Kronos
to provide the data in the Kronos format for imports. Kronos will create a report
from standard Ready fields in the 3rd party format to send to the 3rd party system.
The types of interfaces/integrations that can be supplied under this project include:
• UKG Ready Time Interface bundle using customer-supplied data in standard
file formats
• UKG Ready Accruals Interface bundle using customer-supplied
• UKG Ready Scheduler Interface bundle using customer-supplied data in
standard file formats
• Employee Availability Import from 3rd party system
• Schedule detail export
• UKG Ready HR Interface bundle using customer-supplied data in standard
file formats
• Benefit enrollment exports
• Employee deduction election imports
• Employee demographic exports
• UKG Ready Payroll Interface bundle using customer-supplied data in
standard file formats
• ACH payroll employee direct deposit file exports
• ACH payroll payment for vendors (e.g. 401k, HSA, garnishments,
etc.)
• Payroll employee withholding amount exports
• Pension enrollment export (e.g. 401k)
• Pension census export (e.g. 401k
• New hire reporting export
• Positive pay export
• Payroll journal export to G/L, 1 acct structure
• Tax payment & filing Interface
Kronos will use commercially reasonable effort to ensure all
integrations/interfaces provide for the vendors below are designed in a
manner which they can successfully pass data contained in standard Ready
data fields to said 3rd party vendor and/or can accept data from said 3rd
party vendor into Ready standard data fields. Below are some examples of
interfaces which are typically part of the Integration Hub. Vendors and
integration types may vary by customer.
• John Hancock Retirement Planning Service
• Blue Cross Blue Shield of Texas
• HSA Bank
• Discovery Benefits
• Bankers Fidelity
• The Standard
Please note: Non-standard, multi-directional, or API based integrations/interfaces are
not included in the scope of this project. Custom Reports that cannot be delivered
through the standard software functionality are also not included. If such integrations
or reports are required, a separate quote will be provided after all requirements and
specifications have been received.
UKG Ready Learning
UKG Ready Project Team Configuration of:
• Creation of Learning Academy
• Learning Profile assignments
• Bulk Upload of Employee information to LMS
• Security settings
UKG Ready Project Team will provide training enabling client to Administrate:
• Content creation
• Addition of Courses, Exams, OJTs and Polls
• Assignment of courses to individuals or groups of employees
• Dashboard configuration for employees, managers, and administrators
• Reporting functionality
Administrator and Super User Training
Included in each Customer’s software subscription, Kronos will provide the following training:
Ready Core Training
Kronos Delivered Value
Administrator and Super User Training
Each Customer will have access to:
• Learning Center, Ready’s learning management system and
training delivery platform, for each user. Learning experiences
found within include, but not limited to:
• Interactive self-paced, on-demand modules
• “How to” videos and snippets
• Printable job aids
• Recommended learning plan(s) aligned to each user’s roles within
Ready
• Online, public instructor-led class(es)
• “Train the Trainer” enablement and materials
• Editable templates and tools to be leveraged by the
administrators to deliver manager and employee training
• Manager and employee-focused job aids for common
tasks within Ready
Change Management and User
Adoption Training
Each Customer will have access to:
• Change management training for the project team on building a
change management plan for Customer’s organization
• Change management toolkit that includes pre-populated
templates and supporting resources to be leveraged to deliver
Customer’s change management plan
Assumptions & Notes
Kronos has used the following assumptions and dependencies in preparing this Professional Services Engagement
Overview:
•
All services will be delivered remotely, unless otherwise stated in the Order Form or this Professional Services
Engagement Overview.
o
Please note that In the event that Customer requests Kronos to travel to Customer's location
during the implementation, Customer agrees to pay any travel expenses, such as airfare, lodging, meals
and local transportation, incurred by Kronos.
o
Such expenses shall be subject to the then-current standard Kronos travel and expense policies,
which Kronos will provide to Customer upon request.
o
Kronos shall bill Customer for such travel expenses and payment thereof shall be due net thirty (30) days
from date of invoice.
•
The project kick-off date will be determined based on complexity of the implementation and resource
availability, and may occur up to 30 days after a Ready Order Form is executed by the Customer.
•
The customer agrees to accept specific responsibilities as part of this project including:
o
Completing all required, Kronos supplied templates used to complete the Discovery process
o
Configuring the Customer’s network to allow inbound/outbound communications to and from the
clocks, based on specifications provided by Kronos
o
Providing all required tax and wage history information (when applicable) for the configuration of Tax
Filing services
o
Providing all required data imports in the approved Kronos format
o
Providing all required specifications for any exports from Kronos to a 3rd party system
•
Prior to the start of the configuration build, the Customer will confirm (in writing) the business and technical
requirements of the project as part of the Ready Professional Services Discovery process.
•
Kronos will communicate with Customer’s Project Manager, the appointed Point of Contact for Customer on this
project. He/she will be responsible for all communications and project management among all Customer parties
(staff, vendors, consultants) and for the escalation and resolution of any issues for Customer.
•
Customer is responsible for all hardware, software, and services provided by other consultants or third
party vendors that may also be involved with the project.
•
Kronos will not be responsible for troubleshooting the Customer’s environment such as their operating
system, hardware resources, database schema, or any applications and/or hardware not provided by
Kronos.
•
Change Orders are subject to scope review and may impact the project timeline or cost. If additional work
beyond the initial scope of this Professional Services Engagement Overview is required as a result of a
Change Order, the Customer may be charged.
•
During the testing phase, the customer will be responsible for leading testing and providing documentation
of testing results back to the Kronos implementation team.
Project Delays
Should the need arise to place a project on hold due to issues not controlled by Kronos, Kronos will collaborate with a
client to ensure appropriate project hold/delay procedures are executed. Secondly, Kronos reserves the right to
execute project hold/delay procedures as a result of, but not limited to (1) a client not attending or cancelling more
than three scheduled meetings or (2) if the client has been unable to contribute required deliverables to milestones
to close the project or (3) has become non-responsive after 10 business days. Please note that any project hold
and/or delays, whether approved or otherwise, will not impact the Fees and Payment Terms of the Agreement unless
otherwise agreed to by both parties.
When resuming the project Kronos will follow normal assignment and staffing procedures. This may result in a new
or modified project team based on resource availability at the time of re-engagement.
Change Orders
Requests for change to this Professional Services Engagement Overview or the project it covers must be submitted to
your Kronos Sales Executive and UKG Ready Consultant in writing.
Any of the following items will be considered Out of Scope and require a Change Order:
• Material changes in the Scope or effort (i.e. # of deployments or EIN’s, request of onsite assistance, etc.)
• Material changes in the number or type of Deliverables to meet the defined scope of effort (i.e. additional
integrations, profiles, etc.)
• Changes to the project resource requirements
• Changes to scheduled dates after acceptance of the Project Plan
Kronos will estimate the time and fixed cost needed to implement the change and the impact it may have on the
delivery of project covered under this Professional Services Engagement Overview. Kronos will perform the requested
work once the Change Order has been completed and signed by the Customer.
Completion Criteria
The project covered under this Professional Services Engagement Overview will be considered complete when any
one of the following completion criteria is met. Once one of these is met, no further work will be completed. If
additional work is required, a Change Order or new Professional Services Engagement Overview must be generated.
Completion Criteria:
• The Customer has approved in writing
• The system has been used to generate, retain, or export data that is used to produce a live pay statement for
an active employee
• More than twelve (12) months has passed since the date of signature of the Ready Order Form
The Customer may provide approval in writing via email or an alternative agreed upon method.
Rev 08082018
Attachment 1
Covered Entities
Company Name
FEIN
Address
City
State
Zip