City of Columbus - File #: 1518-2008

• File #: 1518-2008
• Version: 1
• Type: Ordinance
• Status: Passed
• File created: 9/18/2008
• In control: Public Service & Transportation Committee
• On agenda: 10/6/2008
• Final action: 10/8/2008
• Title: To authorize the Director of Public Service to enter into a contract with Stephen J. Springer dba Advanced Time Recording to provide hardware, software, installation and maintenance of the time and attendance system currently in place in accordance with the sole source procurement provisions of the Columbus City Codes, 1959; to authorize the expenditure of $10,000.00 from the Street Construction, Maintenance and Repair Fund; and to declare an emergency. ($10,000.00)

Date	Ver.	Action By	Action	Result
10/8/2008	1	COUNCIL PRESIDENT	Signed
10/7/2008	1	MAYOR	Signed
10/6/2008	1	Columbus City Council	Approved	Pass
10/6/2008	1	COUNCIL PRESIDENT	Signed
9/26/2008	1	CITY ATTORNEY	Reviewed and Approved
9/26/2008	1	Service Drafter	Sent to Clerk's Office for Council
9/25/2008	1	Finance Reviewer	Reviewed and Approved
9/25/2008	1	FINANCE DIRECTOR	Reviewed and Approved
9/25/2008	1	Service Drafter	Sent for Approval
9/25/2008	1	Auditor Reviewer	Reviewed and Approved
9/25/2008	1	CITY AUDITOR	Reviewed and Approved
9/25/2008	1	Service Drafter	Sent for Approval
9/25/2008	1	EBOCO Reviewer	Sent for Approval
9/25/2008	1	ODI DIRECTOR	Reviewed and Approved
9/25/2008	1	SERVICE DIRECTOR	Reviewed and Approved
9/24/2008	1	Finance Reviewer	Reviewed and Approved
9/19/2008	1	Service Drafter	Sent for Approval
9/19/2008	1	SERVICE DIRECTOR	Reviewed and Approved
9/18/2008	1	Service Drafter	Sent for Approval
9/18/2008	1	Service Reviewer	Reviewed and Approved
9/18/2008	1	Service Drafter	Sent for Approval
9/18/2008	1	Service Reviewer	Reviewed and Approved

Explanation
1. BACKGROUND
In November of 1998, two divisions of the Public Service Department, Refuse Collection and Engineering & Construction (as they were known then), each purchased Genesis For Windows from Stephen J. Springer dba Advanced Time Recording (ATR). Taking into consideration the labor contracts with the separate bargaining units, ATR setup the systems, configured the divisions, method codes, shifts, policies, overtime rules, hours codes and other configurable settings in each system. In addition, ATR configured and installed all of the clocks and provided training classes to system users.

In October of 2001, additional clocks were added to the Department of Public Service, bringing Traffic, Facilities, Fleet and Construction Inspection into Genesis so that their time records could also be automated. The software for the system was also upgraded to the new version of GenPro and training and technical support on the new system was provided.

This legislation authorizes the Director of Public Service to enter into contract with Stephen J. Springer dba Advanced Time Recording for the purchase of hardware, software, installation and maintenance of the time and attendance system currently in place. This contract is for one year with renewal options for the subsequent three years.

Advanced Time Recording (Contract Compliance 28-9469853, expiration: 03/13/2010) is a sole source vendor in that the existing equipment requires expertise and knowledge of the detailed setup of the software rules for the specific client in order to make the program generate accurate reports and provide specific information to the users. Allowing access to the software by any other vendor could jeopardize the City's information, auditing and accountability of payroll records.

2. EMERGENCY DESIGNATION
Emergency action is requested to proceed with needed installation and maintenance.

3. FISCAL IMPACT
While it was not a budgeted item, there are funds ...