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TO: Mayor Thomas J. Weisner
FROM: Don Davids, Assistant Fire Chief
James Dahl, MIS Director
DATE: May 22, 2014
SUBJECT:
Resolution requesting approval of an agreement with Executime Software for use of their hosted scheduling and timekeeping services for the Aurora Fire Department.
PURPOSE:
The Executime scheduling system will allow Aurora's Fire Department (AFD) to schedule staff using a hosted solution that is available to staff from anywhere they have an Internet connection. Fire staff and management will have 24/7 access to their schedules and rosters, be able to schedule by staff specialties, track firefighter/paramedic certifications, and print rosters for use in command vehicles. The system also interfaces with the City's payroll system and will eliminate double data entry.
BACKGROUND:
Executime was selected after holding demonstrations and setting up test systems with the two leading vendors. Executime set up an online scheduling system customized to the needs of the AFD, and allowed a two week testing period with unlimited access for working on the software. The testing period proved that out of the box Executime will satisfy 90% of AFD needs. The other 5% were satisfied with workarounds and customized reports.
DISCUSSION:
There was a $2,500.00 fee for setting up the online test system. However, the fee was contingent on giving the City a $2,500.00 discount if the system was purchased. Therefore, rather than upfront configuration costs being $10,000.00 they are $7,500.00, with a monthly recurring fee of $725.00.
With budget transfers from AFD budget account 255.3033.422.64-12 into AFD accounts 255.3033.422.45-02 and 255.3033.422.32-20. Account 64-12 contains a surplus due to a previous AFD/MIS project coming in under budget. Beginning in 2015 the monthly fees will be in MIS' base budget.
In consideration of the City's plans to replace the current Enterprise Resource Platform (ERP) the evaluation team confirmed that Executime interfaces with all of the leading Public Administration ERPs.
The Finance Department has been notified and Executime does not have outstanding debt with the City.
The City of Aurora Law Department has read and approved the agreement.
This agreement is a sole source, as Executime does not allow other sales channels to sell their products and services.
IMPACT STATEMENT:
There is no impact to the public. Impact on the AFD is positive. It includes increased efficiencies in scheduling, elimnation of double-data entry for payroll, and allowing FD staff to have 24/7 access to their schedules.
With the purchase of additional user licenses the City can expand use by replacing manual "punch card" time clocks with electronic time clocks. Again, this will eliminate double data entry for those departments.
The impact on Information Technology is minimal.
RECOMMENDATIONS:
I request the proposed resolution be adopted.
cc: Alderman O'Connor, Chairman
Alderman Mervine
Alderman Bohman
Alderman Peters, Alternate
CITY OF AURORA, ILLINOIS
RESOLUTION NO. _________
DATE OF PASSAGE ________________
title
A Resolution approving an agreement with Executime Software, Inc. for use of their hosted scheduling and timekeeping system for the Aurora Fire Department.
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WHEREAS, the City of Aurora has a population of more than 25,000 persons and is, therefore, a home rule unit under subsection (a) of Section 6 of Article VII of the Illinois Constitution of 1970; and
WHEREAS, subject to said Section, a home rule unit may exercise any power and perform any function pertaining to its government and affairs for the protection of the public health, safety, morals, and welfare; and
WHEREAS, The City of Aurora Fire Department and MIS Division have evaluated scheduling systems capable of handling the Fire Department's complex scheduling needs; and
WHEREAS, Executime Software, Inc.'s hosted solution has proven to be the best fit; and
WHEREAS, Executime Software, Inc. has submitted a quote in the amount with $7,500.00 up-front configuration costs, and $725.00 monthly recurring charges; and
WHERAS, funds will be transferred from AFD computer account 255.3033.422.64-12 into AFD accounts 255.3033.422.45-02 and 255.3033.422.32-20 for this purchase; and
WHEREAS, pursuant to Aurora Code Section 2-335(a)(3) the desired product is provided by only one source in this situation;
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Aurora, Illinois, as follows: the City of Aurora enters into an agreement with Executime Software, Inc. for use of their hosted scheduling and timekeeping solution and does hereby further authorize its Director of Purchasing to issue the necessary orders to implement purchase of same in the amount of $7,500.00 and a monthly recurring fee of $725.00.
PASSED AND APPROVED on ______________.
AYES ____ NAYS ____ NOT VOTING ____ ABSENT ____
____________________________ __________________________
Alderman Bohman, Ward 1 Alderman Garza, Ward 2
____________________________ __________________________
Alderman Mesiacos, Ward 3 Alderman Donnell, Ward 4
____________________________ __________________________
Alderman Peters, Ward 5 Alderman Saville, Ward 6
____________________________ __________________________
Alderman Hart-Burns, Ward 7 Alderman Mervine, Ward 8
____________________________ __________________________
Alderman Bugg, Ward 9 Alderman Johnson, Ward 10
____________________________ __________________________
Alderman Irvin, At Large Alderman O'Connor, At Large
ATTEST:
____________________________ __________________________
City Clerk Mayor
Attachments:
Fire Chirf Lehman's Recommendation
Executime Proposal
Executime Agreement