Explanation
1. BACKGROUND:
This ordinance authorizes the Director of Technology, on behalf of the Department of Public Safety, to modify a professional services and software licensing contract with Orion Communications Inc. for the LIONS Time and Attendance System to add the LIONS Time and Attendance System.
The Division of Police has a need to replace the current time and attendance system and has chosen to utilize the LIONS Time and Attendance System Mobile App to manage employee attendance and payroll details. The contract includes maintenance and support services for the Time and Attendance System (LIONS) and the Accrual Import Payroll Interface.
PO490989 authorized the Director of Technology to enter a contract with Orion Communications, Inc. for the LIONS Time and Attendance System and Accrual Import Payroll Interface. The term of the initial contract was for one year starting March 24, 2025 through March 24, 2026, in the amount $42,643.00.
This ordinance authorizes the Director of the Department of Technology to modify the original contract in order to add 2,000 licenses of the LIONS Time and Attendance System - Mobile App, and to encumber additional funds for the new app service in the amount of $11,880.00. The term of the additional app service shall be from October 1, 2025 through March 24, 2026.
1.1 Amount of additional funds to be expended:
The original contract amount: $42,643.00 (PO490989)
The total of Modification No. 1: $11,880.00 (This Ordinance)
The contract amount including all modifications: $54,523.00
1.2 Reasons additional goods/services could not be foreseen:
This unforeseen modification to add 2,000 licenses of the LIONS Time and Attendance System - Mobile App is to maintain operational efficiency for the Division of Police. The current system is being decommissioned, and a replacement is necessary. It was decided that this Mobile App service would replace the old system and be added to the preexisting contract.
1.3 Reason other procurement processes are not used:
The Division of Police’s time and attendance software is a proprietary system from Orion Communications. As such, the City must purchase annual support and maintenance services from Orion Communications under the provisions of sole source procurement of the City of Columbus Code, Section 329. This modification adds funds to include the App License Fees. It is in the best interest of the City to modify this contract.
1.4 How cost of modification was determined:
The cost of this contract modification is based on the pricing as defined in the attached proposal.
2. CONTRACT COMPLIANCE
Orion Communications, Inc
Vendor Account #: 010143
Expiration date: 2/22/2026
3. FISCAL IMPACT:
Funding in the amount of $11,880.00 is budgeted and available in the Department of Technology’s, Information Services Division’s Operating Fund, Fund 5100.
4. EMERGENCY DESIGNATION
Emergency designation is being requested for these services that are necessary to support daily operation activities, to ensure no service interruption, and to establish a purchase order by October 1, 2025, the pre-scheduled App service start date.
Title
To authorize the Director of the Department of Technology, on behalf of the Department of Public Safety, to modify the contract with Orion Communications, Inc. for the LIONS Time and Attendance System; to authorize the expenditure of $11,880.00 from the Information Services Division, Information Services Operating Fund; and to declare an emergency. ($11,880.00)
Body
WHEREAS, PO490989 authorized the Director of the Department of Technology to enter into contract with Orion Communications, Inc. for the LIONS Time and Attendance System, Accrual Import Payroll Interface, professional services and software licensing; and
WHEREAS, this ordinance modifies the contract to add $11,880.00 in additional funding for 2,000 licenses of the LIONS Time and Attendance System - Mobile App in order to maintain operational efficiency for the Division of Police. This modification will allow use of the Mobile App service under the existing contract terms to prevent lapse in service; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Technology in that it is immediately necessary for City Council to authorize the Director to modify the contract with Orion Communications, Inc. for the LIONS Time and Attendance System, professional services and software licensing contract in order to encumber the necessary funds, obtain an approved Purchase Order from the City Auditor, and begin implementation work prior to the agreed-upon October 1, 2025 start date of the new services, thereby preserving the public health, safety, property, and welfare; now, therefore
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Director of Technology be, and hereby is, authorized to modify the contract with Orion Communications, Inc. for the LIONS Time and Attendance System contract in an amount up to $11,880.00 for a period, beginning on October 1, 2025 through March 24, 2026.
SECTION 2. That the expenditure of $11,880.00 or so much thereof as may be necessary is hereby authorized in Fund 5100 (Information Services Operating Fund), Dept-Div 4701 (Direct Charge) in Object Class 03 (Services) per the account codes in the attachment to this ordinance. (see 2189-2025 EXP)
SECTION 3. That funds are hereby deemed appropriated and expenditures and transfers authorized to carry out the purposes of this ordinance and the City Auditor shall establish such accounting codes as necessary.
SECTION 4. That 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.
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.