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 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 fourth of the four allowable renewals for the maintenance and support of the Time and Attendance System (LIONS). The term period will be March 24, 2018 through March 24, 2019, at a cost of $30,012.00. The agreement was most recently entered into by authority of ordinance 0165-2017, passed February 27, 2017, through purchase order PO051651.
This ordinance also authorizes the Director of the Department of Technology to enter into a 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, 2018 through March 24, 2019, at a cost of $3,300.00. The agreement was most recently entered into by authority of ordinance 0165-2017, passed February 27, 2017, through purchase order PO051651.
The total cost for maintenance and support services for Time and Attendance System, the "Accrual Import from Payroll Interface" and "Accrual Import from Payroll Installation" is $33,312.00.
CONTRACT COMPLIANCE NUMBER:
Vendor: ORION Communications Vendor FID#: 75-2768150 Expiration Date: 11/13/2019
(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 the years 2016 and 2017, $37,312.00 and 2017 $41,225.00 was expended respectively, for software maintenance and support for the Time and Attendance System (LIONS). This ordinance authorizes an expenditure of $33,312.00 for (2018) the fourth of the four year software maintenance and support services associated with the Division of Police's Time and Attendance System (LIONS). Funds are identified and available within the Department of Technology, Information Services Operating Fund in the amount of $44,115.00.
Title
To authorize the Director of the Department of Technology, on behalf of the Department of Public Safety, to enter into a contract with Orion Communications for the fourth year renewal of the software maintenance and support services contract associated with the Division of Police's Time and Attendance System (LIONS); to authorize the expenditure of $33,312.00 from the Department of Technology, Information Services Operating Fund; and to declare an emergency. ($33,312.00) (AMENDED BY ORDINANCE 0943-2018: PASSED 4/16/2018)
Body
WHEREAS, it is necessary to authorize the Director of the Department of Technology, on behalf of the Department of Public Safety, Division of Police, to enter into a software maintenance and support services contract 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 fourth of the four allowable renewals for the maintenance and support of the Time and Attendance System (LIONS) at a cost of $30,012.00 for the coverage term period from March 24, 2018 through March 24, 2019 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, 2018 through March 24, 2019, for a total cost of $33,312.00; 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 on 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, on behalf of the Director of Public Safety, is hereby authorized and directed to enter into a contract with Orion Communications for the fourth year renewal for software maintenance and support services for both the Time and Attendance System (LIONS) at the cost of $30,012.00 and "Accrual Import from Payroll Interface" and "Accrual Import from Payroll Installation" for the cost of $3,300.00, at a total cost of $33,312.00 for the term period of March 24, 2018 through March 24, 2019.
SECTION 2. That the expenditure of $33,312.00, or so much thereof as may be necessary is hereby authorized to be expended from: (see attachment 0304-2018 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: $33,312.00|
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.