Explanation
BACKGROUND:
This legislation will authorize the Directors of the Department of Technology and the Department of Public Safety, Division of Police, to enter into and modify a contract for software maintenance and support services of the Time and Attendance System (LIONS), for the "accrual import from payroll interface " and "accrual import from payroll installation " portion of the system from Orion Communications. The Division of Police uses this system for the processing of timesheet information, leave and overtime requests, personnel data and scheduling, and reporting. The contract was most recently renewed under ordinance 0185-2016 passed by council on February 29, 2016 for $34,012.00, however the maintenance and support for the "payroll interface and payroll installation" was inadvertently missed when the ordinance was submitted. Therefore, this ordinance will provide funding for the maintenance and support services for the "payroll interface and payroll installation" at a cost of $3,300.00 for the coverage term period from March 24, 2016 through March 23, 2017.
The original contract (EL014869) was authorized by ordinance 1320-2013 on June 27, 2013 in accordance with Solicitation Number SA004597 and included the option to renew for four (4) additional one (1) year terms. The first of the allowable four renewals for the maintenance and support was authorized under ordinance 0314-2015, passed February 23, 2015, through purchase order EL016754. This will be the second of the four allowable renewals for the maintenance and support of the Time and Attendance System (LIONS), "accrual import from payroll interface " and "accrual import from payroll installation ".
CONTRACT COMPLIANCE NUMBER:
ORION Communications Vendor ID#/C.C#: 75-2768150; Expiration Date: 07/08/2016
(DAX Vendor Acct #010143)
EMERGENCY:
Emergency action is requested to expedite authorization of this contract in order to facilitate and maintain uninterrupted services from the supplier.
FISCAL IMPACT:
In 2014 ($44,100.00), 2015 ($34,012.00) and earlier in 2016 ($34,012.00) was expended for software and maintenance and support for the Time and Attendance System (LIONS). This ordinance authorizes an expenditure of $3,300.00 for the (2016) second year software maintenance and support services on the "payroll interface and payroll installation" portion of the system. Funds are identified and available within the Department of Technology, Information Services Operating Fund. The aggregate contract total including this ordinance is $425,350.40.
Title
To authorize the Directors of the Department of Technology and the Department of Public Safety to enter into and modify a contract with Orion Communications for the second year software maintenance and support services associated with the Division of Police's Time and Attendance System (LIONS); to authorize the expenditure of $3,300.00 from the Department of Technology, Information Services Operating Fund; and to declare an emergency. ($3,300.00)
Body
WHEREAS, it is necessary to authorize the Directors of the Department of Technology and the Department of Public Safety, Division of Police to enter into and modify a software maintenance and support services agreement for the current Time and Attendance System, " accrual import from payroll interface " and " accrual import from payroll installation " provided by ORION Communications; and
WHEREAS, the Time and Attendance System (LION) is an invaluable tool for processing of timesheet information, leave and overtime requests, personnel data and scheduling, and standardized reporting; and
WHEREAS, the original contract (EL014869) was authorized by ordinance 1320-2013 on June 27, 2013 in accordance with Solicitation Number SA004597 that included the option to renew for four (4) additional one (1) year terms; and
WHEREAS, this ordinance will authorize the second year (of the four allowable renewals) of maintenance and support services for the Time and Attendance System (LIONS), " accrual import from payroll interface " and " accrual import from payroll installation " at a cost of $3,300.00 for the coverage term period from March 24, 2016 through March 23, 2017; and
WHEREAS, an emergency exists in the usual daily operations of the Department of Technology and Department of Public Safety, Division of Police in that it is immediately necessary to authorize the Directors to enter into and modify a contract with Orion Communications for additional software maintenance and support services of the Time and Attendance System (LION), for the immediate 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 the Department of Technology and the Director of Public Safety, Division of Police be and are hereby authorized and directed to enter into and modify the contract with Orion Communications for software maintenance and support services of the Time and Attendance System (LIONS), " accrual import from payroll interface " and " accrual import from payroll installation " for the Department of Public Safety, Division of Police for a coverage term period from March 24, 2016 through March 23, 2017 at a cost of $3,300.00.
SECTION 2. That the expenditure of $3,300.00, or so much thereof as may be necessary is hereby authorized to expend from: (see attachment 1374-2016 EXP):
Dept.: 47| Div.: 47-01|Obj Class: 03 |Main Account: 63946| Fund: 5100|Sub-fund: 510001|Program:CW001|Section 3:470104| Section 4:IS01|Section 5: IT1215{Police Div.}|Amount: $3,300.00|
SECTION 3. 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 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 for reasons stated in the preamble hereto, which is hereby made a part hereof, this ordinance is declared to be an emergency 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.