Fiscal Note
Funding for the 2015 maintenance contracts are included in the Information Technology 2015 Executive Operating Budget as amended by the Board of Estimates. Funding for future years' contracts will be negotiated each year and requested in the appropriate years' operating budgets.
Title
Authorizing the City's Purchasing Agent to execute maintenance contracts, on a recurring annual basis for the useful life of the software, for software support and maintenance services from Kronos, Inc. and FrontRange Solutions USA, Inc.
Body
WHEREAS, Kronos, Inc. is a sole source provider of support and maintenance of software that is being used for workforce scheduling for Police, Parks, Streets, Engineering, Water Utility and Monona Terrace and use of this software is being expanded to include the Library and the Fire Department; and
WHEREAS, interfaces have been developed between this software and the City's ERP system to facilitate employee time entry for payroll purposes and without this software the agencies listed above would have to revert to manual paper processes to schedule staff and hand key detail payroll data; and
WHEREAS, FrontRange Solutions USA, Inc. is a sole source provider of support and maintenance of HEAT, a call tracking software used as a central database to manage work assignments; and DSM used to remote control workstations, deploy security patches, and package and deploy software remotely to all City workstations; and
WHEREAS, support and maintenance services funding is provided for each year as part of the adopted agency operating budgets; and
WHEREAS, under sec. 4.26(4)(b), of the Madison General Ordinances if the aggregate amount of the fee for services exceeds $25,000 and the contract was not subject to a competitive bidding process, the contract shall meet one of the other requirements of sec. 4.26(4)(a) and be approved by the Common Council; and
WHEREAS, the proposed contracts with Kronos, Inc. and FrontRange Solutions USA, Inc. meets the exception to the bidding process in section 4.26(4)(a)2 which states "The service required is available from only one person or firm";
NOW, THEREFORE, be it resolved that the City's Purchasing Agent is authorized to execute maintenance contracts, on a recurring annual basis for the useful life of the software, for software support and maintenance services from Kronos, Inc., at a price not to exceed $84,000.00 for 2015; and a negotiated amount for future years, pending availability of budgeted funds; and
BE IT FURTHER resolved that the City's Purchasing Agent is authorized to execute maintenance contracts, on a recurring annual basis for the useful life of the software, for software support and maintenance services from FrontRange Solutions USA, Inc. at a price not to exceed $31,856.00 for 2015; and a negotiated amount for future years, pending availability of budgeted funds.