Explanation
BACKGROUND: The Department of Public Safety, Division of Fire, purchased the Telestaff automated staffing software and webstaff services in 2006 via ordinance 1057-2006. In 2009, upon complete integration of the system, the Division of Fire entered into a maintenance contract including the option to renew for four additional one year terms. Ordinance 0267-2014 passed 02/24/2014, which authorized a new three (3) year contract for these services, with options to renew for three additional one year terms. The third and final one year extension/renewal to this contract occurred in 2019.
Given the fact that Kronos' Telestaff software is a proprietary PC-based software solution designed specifically to assist the Fire Division in managing its complex staffing assignments, this ordinance authorizes the continued subscription to Kronos' proprietary software services thru February 2022; charges for 2020 total $126,168.84
Bid Information: The proprietary nature of Kronos' Telestaff software technology and the cost of conversion to a different system, requires this subscription software service contract be purchased from the sole source provider, Kronos, Inc.; therefore, the Department Requests to waive competitive bidding. This company is not debarred according to the Federal excluded parties listing from being awarded a contract according to the Auditor of State unresolved findings for recovery certified search.
Contract Compliance: Kronos Inc. CC: #042640942 / vendor 000190
Emergency Designation: Emergency action is requested to guarantee uninterrupted subscription software and website support services.
Fiscal Impact: This ordinance authorizes an expenditure of $126,168.84 from the 2020 General Fund operating budget for TeleStaff subscription software service and support with Kronos, Inc., from the 2020 General Fund operating budget. For these services, the Division of Fire spent $126,168.84 in 2019, $132,054.18 in 2018, and $128,532.87 in 2017. This contract is contingent upon passage of the 2020 General Fund budget, ordinance 2925-2019.
Title
To authorize the Director of Public Safety to enter into a contract with Kronos, Inc., for the Division of Fire, for subscription software maintenance support for TeleStaff automated staffing software and webstaff services; to waive the competitive bidding requirements of the Columbus City Codes; to authorize the expenditure of $126,168.84 from the general fund; and to declare an emergency. ($126,168.84)
Body
WHEREAS, there is an immediate need within the Division of Fire to continue subscription software services for TeleStaff automated staffing software from Kronos, Inc.; and,
WHEREAS, it is necessary to authorize the Director of Public Safety, on behalf of the Division of Fire, to enter into a contract with Kronos, Inc. and waive competitive bidding as the vendors is the sole provider of this proprietary software and website support; and,
WHEREAS, an emergency exists in the usual daily operation of the Public Safety Department, Division of Fire, in that it is immediately necessary to authorize the Director to enter into a contract with Kronos, Inc. in order to continue subscription software services of the TeleStaff automated staffing software, thereby preserving the public health, peace, property, safety, and welfare; now, therefore:
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Director of Public Safety, on behalf of the Division of Fire, be and is hereby authorized to enter into a contract with Kronos, Inc. for subscription software service and support of TeleStaff automated staffing software.
SECTION 2. That the expenditure of $126,168.84, or so much thereof as may be necessary, is hereby authorized in the general operating fund 1000-100010, per the accounting codes in the attachment to this ordinance.
SECTION 3. That this Council finds it is in the City's best interest to waive the competitive bidding provisions of City Code Chapter 329 for this contract.
SECTION 4. That for 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 ten days after passage if the Mayor neither approves nor vetoes the same.