Explanation
BACKGROUND: This ordinance authorizes the Department of Public Safety, on behalf of the Division of Fire, to enter into a contract with UKG Kronos Systems LLC to continue TeleStaff automated staffing software and webstaff subscription services. This service and support covers software from UKG Kronos Systems LLC, a web based software solution designed specifically to help the Division of Fire manage its complex staffing assignments. This indispensable staffing solution has been utilized by the Division of Fire since 2006. A bid waiver is necessary as UKG Kronos Systems LLC is the proprietary owner of its contents, and thus no other vendor can offer these services; the Division of Fire is not currently seeking a replacement to this highly customized software.
Vendor Data: UKG Kronos Systems LLC (# 04-2640942) - Vendor # 000190
Emergency Designation: Emergency action is requested to guarantee uninterrupted subscription software and website support services.
Bid Waiver Justification: The Division of Fire has successfully implemented this specialized fire staffing software with UKG Kronos Systems LLC, the proprietary owner of its contents, and is not seeking replacement to this highly customized software.
Fiscal Impact: This ordinance authorizes an expenditure of $159,974.50 from the 2025 General Fund Operating Budget for TeleStaff subscription software service and support with UKG Kronos Systems LLC. For these services, the Division of Fire spent $153,840.00 in 2024, $136,638.74 in 2023, $132,010.62 in 2022, and $126,168.84 in years 2021, 2020 and 2019. This ordinance is contingent upon passage of the 2025 General Fund Budget via Ordinance 3035-2024.
Title
To authorize the Director of the Department of Public Safety to enter into contract with UKG Kronos Systems LLC, for the Division of Fire, for subscription software maintenance support for TeleStaff automated staffing software and webstaff subscription services; to waive the competitive bidding provisions of the Columbus City Code; to authorize the expenditure of $159,974.50 from the General Fund; and to declare an emergency. ($159,974.50)
Body
WHEREAS, there is an immediate need within the Division of Fire to continue subscription software and webstaff services for TeleStaff automated staffing software from UKG Kronos Systems LLC; and
WHEREAS, it is necessary to authorize the Director of Public Safety, on behalf of the Division of Fire, to enter into a contract with UKG Kronos Systems LLC for software and website support; and
WHEREAS, a bid waiver is necessary as the Division of Fire is not seeking a replacement to the current staffing software supplied by UKG Kronos Systems LLC, the owner of this specialized proprietary software; and
WHEREAS, an emergency exists in the usual daily operation of the Public Safety Department, Division of Fire, in that it is immediately necessary to authorize the Public Safety Director to enter into a contract with UKG Kronos Systems LLC in order to guarantee uninterrupted software and website support services of the TeleStaff automated staffing software, all for the immediate preservation of the public health, peace, property, and safety; NOW, THEREFORE,
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Director of the Department of Public Safety, on behalf of the Division of Fire, be and is hereby authorized to enter into a contract with UKG Kronos Systems LLC for software and website service and support of TeleStaff automated staffing software.
SECTION 2. That the expenditure of $159,974.50, or so much thereof as may be necessary, is hereby authorized in the General Operating Fund 1000-100010, per the accounting codes in the attachment to this ordinance.
SECTION 3. That this Council finds it to be in the best interests of the City to waive the relevant provisions of Chapter 329 of City Code relating to Competitive bidding for this purchase and does hereby waive the same.
SECTION 4. 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 5. 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 6. That for 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.