Explanation
BACKGROUND:
This legislation will authorize the Director of the Department of Technology, on behalf of the Department of Public Safety, Division of Police, to enter into and modify a contract for maintenance and support of the Time and Attendance System (LIONS) 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 original contract (EL014869) was authorized by ordinance 1320-2013 on June 27, 2013 in accordance with Solicitation Number SA004597. The original contract included the option to renew for four (4) additional one (1) year terms. This will be the third of the four allowable renewals for the maintenance and support of the Time and Attendance System (LIONS). The coverage term period is from February 10, 2017 through March 24, 2018, in the amount of $37,925.00. The modification is to the software maintenance and support services coverage term period to be moved to a new timeframe to achieve a similar time cycle with the "Accrual Import from Payroll Interface" and "Accrual Import from Payroll Installation" maintenance and support services agreement. This will co-term the contract agreement to the same time cycle as the Accrual Import from Payroll Interface maintenance (please note that once this coverage term period concludes on March 24, 2018, the future renewal coverage term period will be March 24, 2018 through March 24, 2019, at a cost of $34,012.00). The contract agreement (PO005913) was most recently renewed under the authority of ordinance no. 0185-2016, passed by the Columbus City Council on February 22, 2016.
This ordinance also authorizes the Director of the Department of Technology to renew the annual contract for maintenance and support of the Time and Attendance System (LIONS) for the "Accrual Import from Payroll Interface" and "Accrual Import from Payroll Installation" for the coverage term period from March 24, 2017 through March 24, 2018, at a cost of $3,300.00. The contract agreement (PO023533) was most recently renewed under the authority of ordinance no. 1374-2016, passed by the Columbus City Council on July 18, 2016.
The total cost of co-terming both maintenance and support services for Time and Attendance System, and the "Accrual Import from Payroll Interface" and "Accrual Import from Payroll Installation" is $41,225.00.
CONTRACT COMPLIANCE NUMBER:
Vendor: ORION Communications Vendor FID#: 75-2768150 Expiration Date: 02/01/2018
(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 2015 ($34,012.00) and 2016 ($37,312.00) was expended for software and maintenance and support for the Time and Attendance System (LIONS). This ordinance authorizes an expenditure of $41,225.00 for (2017) the third year for software maintenance and support services. Funds are identified and available within the Department of Technology, Information Services Operating Fund. The aggregate contract total including this ordinance is $466,575.40. This ordinance is contingent upon the passage of the 2017 City of Columbus Operating Budget, ordinance 2863-2016.
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 third year renewal of software maintenance and support services associated with the Division of Police's Time and Attendance System (LIONS) and to renew the "Payroll Interface and Payroll Installation" and "Accrual Import from Payroll Installation" contract; to authorize the expenditure of $41,225.00 from the Department of Technology, Information Services Operating Fund; and to declare an emergency. ($41,225.00)
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 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 third of the four allowable renewals for the maintenance and support of the Time and Attendance System (LIONS) at a cost of $37,925.00 for the coverage term period from February 10, 2017 through March 24, 2018 and the maintenance and support of the Time and Attendance System (LIONS) "Payroll Interface and Payroll Installation" and "Accrual Import from Payroll Installation", at a cost of $3,300.00 for the coverage term period from March 24, 2017 through March 24, 2018 thereby co-terming both contract term periods for a total cost of $41,225.00; and
WHEREAS, an emergency exists in the usual daily operations of the Department of Technology and Department of Public Safety in that it is immediately necessary to continue a contract with Orion Communications for 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 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) for a coverage term period from February 10, 2017 through March 24, 2018, at a cost of $37,925.00 and to renew the annual maintenance and support on the "Accrual Import from Payroll Interface" and "Accrual Import from Payroll Installation" contract for the coverage term period from March 24, 2017 through March 24, 2018, at a cost of $3,300.00. The total cost of co-terming both maintenance and support services for Time and Attendance System, and Accrual Import from Payroll Interface and Accrual Import from Payroll Installation maintenance is $41,225.00.
SECTION 2. That the expenditure of $41,225.00, or so much thereof as may be necessary is hereby authorized to be expended from: (see attachment 0165-2017 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: $41,225.00|
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.