Explanation
Background:
Recreation and Parks will begin the implementation of a time clock employee recording system in phases, with the first phase including with the installation of 35 clocks at various Recreation and Parks locations. The department is requesting to waive the competitive bidding provisions of Columbus City Code Chapter 329 for these services, due to the fact that this provider has worked with other city agencies for a number of years. The provider already has programmed city clocks in accordance with various City of Columbus union contracts. For these reasons, there is a lower learning curve when initiating the implementation of the new system.
This ordinance will authorize the Director of Recreation and Parks to enter into contract for the purchase and installation of 35 time clocks, 13 additional clocks for next phase, and a service agreement for a three year period.
Principal Parties:
Advanced Time Recording
Steve Springer
5362 Caleb Dr.
Columbus, OH 43220
(614) 571-1115
#289469853 Compliance Expiration Date: 10/15/2016
Emergency Justification: It is necessary to initiate the purchase order immediately for current equipment pricing and to implement first phase of new employee time recording system prior to summer season.
Fiscal Impact: $77,421.00 is required and budgeted in the Recreation and Parks Permanent Improvement Fund 747 to meet the financial obligations of this expenditure.
Title
To authorize the Director of Recreation and Parks to enter into contract with Advanced Time Recording for the purchase and installation of time clocks; to appropriate and authorize the expenditure of $77,421.00 from the Recreation and Parks Permanent Improvement Fund; to waive the formal bidding provisions of the Columbus City Code Chapter 329; to amend the 2015 Capital Improvement Budget; and to declare an emergency. ($77,421.00)
Body
WHEREAS, the Director of Recreation and Parks desires to enter into contract with Advanced Time Recording for the purchase, installation, and service of time clocks; and
WHEREAS, it is in the best interest of the City of Columbus to waive the formal bidding provisions of the Columbus City Code Chapter 329 to contract with Advanced Time Recording to provide the above-referenced purchase, installation and services; and
WHEREAS, an emergency exists in the usual daily operation of the Recreation and Parks Department in that it is immediately necessary to enter into contract for the equipment so that it is available for Summer 2015 season use thereby preserving the public health, safety and welfare; NOW, THEREFORE,
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Director of Recreation and Parks be and is hereby authorized to enter into contract with Advanced Time Recording in the amount of $77,421.00 for services associated with the purchase, installation, and yearly maintenance of time clocks.
SECTION 2. That this Council finds it in the best interest of the City of Columbus to waive the competitive bidding provisions of the Columbus City Code Chapter 329.
SECTION 3. That the amount of $77,421.00 is hereby appropriated to the Recreation and Parks Permanent Improvement Fund, as follows:
FundType Dept. Fund Project No. Obj. Level 3 OCA Code Amount
Cap. Proj. 51-01 747 747999 6651 900747 $77,421.00
SECTION 4. That the transfer of $77,421.00 of cash and appropriation within the Recreation and Parks Permanent Improvement Fund be and is hereby authorized to provide funds in the correct project area for equipment for the Recreation and Parks Department as follows:
FROM:
Type Dept. Fund Project # Name OL3 OCA Code Amount
Capital 51-01 747 747999-100000 Unallocated 6651 900747 $77,421.00
TO:
Type Dept. Fund Project # Name OL3 OCA Code Amount
Capital 51-01 747 510040-100000 Equipment 6651 747040 $77,421.00
SECTION 5. That the 2015 Capital Improvements Budget Ordinance No. 0557-2015 is hereby amended as follows in order to provide sufficient budget authority for this legislation.
CURRENT:
Fund 747: 747999-100000; Fund 747 unallocated; $145,237 (Permanent Improvement Carryover)
Fund 747: 510040-100000; Fund 747 Equipment; $0 (Permanent Improvement Carryover)
AMENDED TO:
Fund 747: 747999-100000; Fund 747 unallocated;; $67,816 (Permanent Improvement Carryover)
Fund 747: 510040-100000; Fund 747 Equipment; $77,421 (Permanent Improvement Carryover)
SECTION 6. That the expenditure of $77,421.00 or so much thereof as may be necessary to pay the cost thereof, be and is hereby authorized from the Recreation and Parks Permanent Improvement Fund 747, as follows:
Project OCA Code Object Level 3 Amount
510040-100000 (Equipment) 747040 6651 $77,421.00
SECTION 7. 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 legislation.
SECTION 8. 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 10 days after passage if the Mayor neither approves nor vetoes the same.