Explanation
BACKGROUND: After conducting a Request for Proposal process in accordance with Columbus City Code, Chapter 329, Ordinance Number 1732-2024 authorized the City Auditor to contract with Clear Consulting and OnActuate as the highest rated offerors for Dayforce consulting. The legislation and the contracts included the option to renew annually for three (3) times subject to annual appropriation and approval by Council. Both of the contracts’ initial terms expire September 30, 2026. This legislation authorizes the City Auditor to exercise the first renewal option for a period of one (1) year.
The contracts are on a time and material basis as needed for a particular scope of work and billed at the rate cards from each of the offerors by the various project roles necessary to conduct the statement of work. Sufficient funds are encumbered on the original contracts, and no additional funds are necessary to modify the contract. The price of services are determined by the amounts specified in original contract.
CONTRACT COMPLIANCE:
KAM Consulting LLC, dba Clear Consulting, Contract compliance: CC-048137, expires 8/20/2028
OnActuate Consulting US INC, Contract compliance: CC-048102, expires 5/29/2027
FISCAL IMPACT: No new funding is required to renew the contracts. Existing Purchase Orders have sufficient funds. This ordinance authorizes extending the term.
REASON FOR EMERGENCY: The contract will expire on September 30, 2026 and the renewal decision was made during the Council recess based upon an upcoming need for tax reconciliations and other Dayforce related work. These projects for tax reconciliations are expected to start at the beginning of third quarter and follow up thereafter after year end. Tax filings must be made timely and without delay. Reconciliations within the correctable timelines assure the City of the accuracy and completeness of the filings.
Title
To authorize the City Auditor to renew contracts with KAM Consulting LLC, dba Clear Consulting and OnActuate Consulting US Inc.; and to declare an emergency. ($0.00)
Body
WHEREAS, the City Auditor entered into two contracts with KAM Consulting Inc dba ClearCourse and OnActuate Consulting US Inc. for supplemental professional consulting and technical services for Dayforce; and
WHEREAS, the original ordinance and the contracts included the option to renew subject to approval of City Council and it is necessary to extend the contracts for upcoming Dayforce updates; and
WHEREAS, an emergency exists in the usual daily operation of the City Auditor’s Office in that it is immediately necessary to renew both contracts to ensure uninterrupted service since both contracts expire September 30, 2026, thereby avoiding delays in critical tax reconciliation services and ensuring completeness and accuracy of filings, all for the immediate preservation of the public health, peace, property, safety and welfare; and NOW THEREFORE,
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the City Auditor be and hereby is authorized to exercise the renewal option for a period of one (1) year, to extend the contracts with KAM Consulting Inc dba ClearCourse Consulting and OnActuate Consulting US Inc. for supplemental professional consulting and technical services for Dayforce.
SECTION 2. That the remaining contract funds are hereby deemed appropriated and expenditures and transfers authorize to carry out the purposes of this ordinance and the City Auditor shall establish such accounting codes as necessary.
SECTION 3: That the City Auditor is hereby authorized to transfer the unencumbered balance in a project account to the unallocated balance account within the same fund when said project has been completed and the monies are no longer needed.
SECTION 4. That for the reasons stated in the preamble hereto, which is hereby made a part hereof, this ordinance is hereby declared to be an emergency measure and shall take effect and be in force from and after its passage and approval by the Mayor or ten days after passage if the Mayor neither approves nor vetoes the same.