Explanation
BACKGROUND:
This legislation is to amend Ord. No. 0304-2018, passed on February 26, 2018 to increase the amount by $4,000.00 for the maintenance and support portion of the Time and Attendance System (LIONS) from Orion Communications. Due to the vendor providing an incorrect quote amount error by $4,000.00 (cost from $33,312.00 to $37,312.00), the cost for the 2018 maintenance and support was understated in the ordinance. The Division of Police uses this system for the processing of timesheet information, leave and overtime requests, personnel data and scheduling, and reporting. This ordinance will authorize the Director of Technology to enter into contract with Orion Communications for $37,312.00 instead of $33,312.00; therefore increasing the existing Auditor's Certificate (ACPO002730) fund amount by $4,000.00.
The total cost for the amended maintenance and support services for Time and Attendance System, and the "Accrual Import from Payroll Interface" and "Accrual Import from Payroll Installation" is $37,312.00.
CONTRACT COMPLIANCE NUMBER:
Vendor: ORION Communications Vendor FID#: 75-2768150 Expiration Date: 11/13/2019
(DAX Vendor Acct. # 010143)
EMERGENCY:
Emergency action is requested immediately to amend Ord. No. 0304-2018, to increase the total amount by $4,000.00 and to expedite authorization of this contract in order to facilitate and maintain uninterrupted services from the supplier.
FISCAL IMPACT:
This amendment to ordinance number 0304-2018 will allow the ACPO002730 to be increased by $4,000.00 resulting in the total contract fund amount going from $33,312.00 to $37,312.00.
Title
To amend Ord. No. 0304-2018, and the associated Auditor Certificate ACPO002730, to increase the funding amount by $4,000.00 for 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) from $33,312.00 to $37,312.00; to authorize the expenditure of $4,000.00 from the Department of Technology, Information Services Operating Fund; and to declare an emergency. ($4,000.00)
Body
WHEREAS, it is necessary to amend Ord. No. 0304-2018 (Auditor Certificate ACPO002730), passed on February 26, 2018, to increase the amount by $4,000.00 for the maintenance and support portion of the Time and Attendance System (LIONS) from Orion Communications due to the vendor providing an incorrect quote amount error by $4,000.00; and
WHEREAS, the Time and Attendance System (LIONS) is an invaluable tool for processing of timesheet information, leave and overtime requests, personnel data and scheduling, and standardized reporting; and
WHEREAS, an emergency exists in the usual daily operations of the Department of Technology in that it is immediately necessary to amend to Ord. No. 0304-2018 and Auditor’s Certificate ACPO002730 to increase the fund amount by $4,000.00 for software maintenance and support services on the Time and Attendance System (LIONS), 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 Ord. No. 0304-2018 (Auditor Certificate ACPO002730), passed on February 26, 2018, is hereby amended to increase the fund amount by $4,000.00; for the contract with Orion Communications for $37,312.00 instead of $33,312.00 for the period of March 24, 2018 through March 24, 2019.
SECTION 2. That the expenditure of $4,000.00, or so much thereof as may be necessary is hereby authorized to be expended from: (see attachment 0943-2018 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: $4,000.00|
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.