Explanation
BACKGROUND: This ordinance authorizes the Public Safety Director to modify the contract with Orion Communications in the amount of $44,100.00 for the installation and maintenance of additional software for the new Time and Attendance System purchased
by the Division of Police in 2013. The original contract was approved by Council on June 27, 2013 via ordinance 1320-2013, with funding provided by a Justice Assistance Grant (JAG) from the U.S. Department of Justice, Bureau of Justice Assistance administered through the Franklin County Office of Homeland Security and Justice Programs and some funding from the Safety Department's Capital Improvement fund. Currently, the Division is in the process of training employees to use the new time and attendance system. This new software system allows for the automated/electronic processing of timesheet information, leave and overtime requests, personnel data and scheduling, job postings, and standardized reporting among many other features. An increased level of data accuracy, accessibility, accountability, transparency, and security related to the Division's personnel transactions will be gained upon full implementation.
The Division of Police is requesting a modification to the current contract with Orion Communication to allow for some additional applications, interfaces, and maintenance to enhance the system's efficiency and capabilities. This modification will add an IWM Attendance Tracking License, which logs officers' court attendance and interfaces directly with the third party time keeping devices as well as several other features. As part of this modification, the Division will also add an interface with City's Central Payroll system which will increase efficiency in processing the bi-weekly payroll. Initially, these interfaces and additional functionality were not thought to be possible given the City's and the Division's payroll processes.
This modification will be funded by the Public Safety Capital Improvement Fund in the amount of $44,100.00. The $44,100.00 includes the purchase of the AgencyWeb IWM Application, AgencyWeb Agent Interfaces, installation, configuration, and maintenance.
The original contract was originally bid through the Purchasing office under Solicitation No. SA004597 and opened on February 8, 2013. Three written proposals were received with a committee of Police Division and Department of Technology personnel recommending Orion Communications' proposal as the best, most responsive.
This company is not debarred according to the System for Award Management or prohibited from being awarded a contract according to the Auditor of State unresolved findings for recovery certified search.
Emergency Designation: Emergency legislation is requested in order to enhance the efficiency and capabilities of the current Time and Attendance System, which is scheduled to go live to Division employees in the near future.
Contract Compliance Number: 75-2768150 expires on 1/25/2015
FISCAL IMPACT: This contract modification authorizes an expenditure of $44,100.00 from the Safety Department Capital Improvement fund. Funds are available for this expenditure under the project code. There is no impact on the financial status of the General Fund due to this legislation. The original contract was funded by a portion of the FY2010 JAG grant and the capital fund in the total amount of $264,212.00, of which $228,436.00 was funded by the grant and $35,776.00
was funded by the capital fund. The total contract with Orion Communications including this modification will be $308,213.00.
Title
To authorize and direct the Director of Public Safety to modify the contract with Orion Communications for additional applications, configurations, and maintenance for the Time and Attendance System for the Division of Police; to authorize an expenditure of $44,100.00 from the Public Safety Capital Improvement fund; and to declare an emergency. ($44,100.00)
Body
WHEREAS, the Division of Police is in need of a contract modification of EL014869 that was authorized by Ordinance 1320-2013 on 6-27-2013.
WHEREAS, the Division of Police is requesting the Public Safety Director enter into a contract modification with Orion Communications for additional applications, configurations, and maintenance for the Time and Attendance System by utilizing the Public Safety Capital fund; and
WHEREAS, an emergency exists in the usual daily operation of the Division of Police, Department of Public Safety, in that it is immediately necessary for a contract modification to add applications, configurations, and maintenance to the current Time and Attendance System for enhanced efficiency and capabilities, and for the preservation of the public peace, property, health, safety and welfare; now, therefore
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS
SECTION 1. That the Director of Public Safety be and is hereby authorized and directed to enter into a contract modification for the addition of applications, configurations, and maintenance for the current Time and Attendance System from Orion Communications.
SECTION 2. That the expenditure of $44,100.00, or so much thereof as may be necessary, be and is hereby authorized as follows:
Dept. Fund OCA Project OBJ Level (1) OBJ Level (3) Amount
3003 701 701362 330036-100002 06 6649 $44,100.00
SECTION 3. That the funds necessary to carry out the purpose of this ordinance are hereby deemed appropriated, and the City Auditor shall establish such accounting codes as necessary.
SECTION 4. The City Auditor is authorized to make any accounting changes to revise the funding source for all contracts or contract modifications associated with this ordinance and to make any accounting changes necessary to ensure that this contract is properly accounted for and recorded accurately on the City's financial records.
SECTION 5. 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.