HomeMy WebLinkAbout2010-11-17 PACKET 04.F.Pass a motion authorizing the purchase of the P.O.S,S. Shift Scheduling Software from Visual
Computer Solutions, Inc. for $10,000.00 and the HP server in the amount of $2,890.51, using
funds from the Criminal Forfeiture Fund (Narcotics Fund) for a total estimated cost of
$12,890.51 plus tax.
Pass a motion authorizing the purchase of the P.O.S.S. Shift Scheduling Software and the HP
server for a total estimated cost of $12,890.51 plus tax.
❑ Memo from Deputy Director of Public Safety Pete Koerner dated 11-10-10.
I)hr
City Administrator Date
COUNCIL ACTION TAKEN. /APPROVED ❑ DENIED ❑ OTHER
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To:
From:
Date:
Subject:
City of Cottage Grove
Public
Honorable Mayor and City Council
City Administrator Ryan Schroeder
Deputy Director of Public Safety Peter J. Koerner "
REQUEST • • TO PURCHASE P.O.S.S.
SCHEDULING • A'
INTRODUCTION
At the August 18, 2010 Council Budget meeting we discussed a budget addition for the
purchase of scheduling software (P.O.S.S. Shift Scheduling Software) which would be
purchased using funds from the Criminal Forfeiture Fund (Narcotics Fund). This budget
addition is in the 2011 budget that will be presented to Council on 12/1/2010. P.O.S.S.
Shift Scheduling Software has a multitude of shift scheduling reports, functions, and
communication tools that are tailor made for public safety organizations. P.O.S.S.
streamlines the overwhelming task of police officer shift scheduling. For further
information refer to attached budget addition with description and justification.
DISCUSSION
Public Safety and Finance have been working with the vendor to ensure the scheduling
system and finance software is compatible. During our discussions, we found that there
is a 45 day implementation period. This includes time to customize to the needs of our
department, complete installation and train our staff. Our goal is to implement the use
of the scheduling software on January 1, 2011 so we have a full year of scheduling and
records /reports.
The Criminal Forfeiture Fund has a projected balance of $54,231 at the end of 2010.
The additional -• -• server and installation in the amount of 890 be
purchased using the funds from •.
l
The funds are available and by authorizing the purchase of the scheduling software, we
will be able to implement the use of the scheduling software on January 1, 2011.
It is recommended to approve the purchase of the P.O.S.S. Shift Scheduling Software
for $10,000 and the HP server in the amount of $2,890.51 for a total estimated cost of
$12,890.51 plus tax.
Attch.
PJK/cce
FUND: Forfeiture and Seizure Q240
Use following lines for additional funds.
PROGRAM NUMBER 05544520.4370
ONiS|{JN 240
SERVICE LEVEL EXISTING
SERVICE LEVEL NEW
SERVICE LEVEL REPLACE
|S THIS REQUEST RELATED TOA NEW OR
EXISTING GRANT? NO
EXPLAIN SERVICE CHANGE:
YES _ NO X
YES )( NO
YES NO X
NEW EXISTING
DESCRIPTION: : (please describe the budget item you are requesting, including dollar amount)
Scheduling Software - Visual Computer Solutions, Inc. (P.O.S.S. Shift Scheduling .
The scheduling software would be purchased from the Criminal Forfeiture Fund (Narcotics Fund).
The initial purchase costs include the scheduling software $5,500 web portal $550
ti mesh eots/pmyroU $550 extra duty billing $550 training certification $550 online
installation/training $SOO and system training,$1,800 fora total of $10,000. There is also a yearly
maintenance/support (after year one) of $1,100.
JUSTIFICATION: explain why this budget item is necessary to \
P.O.S.S. Shift Scheduling Software has a multitude of shift scheduling reports, functions, and
communication tools that are tailor made for public safety organizations. P.Q.S.S. streamlines the
overwhelming task of police officer shift scheduling. Some u7 the benefits include: m/eb-besed.
meaning employees and supervisors can access the scheduling and other features from any
computer. Eliminate paper OT slips and time-off requests (handled via |nternet). Capable of
running multiple reports to ossistoonmnmand/administratimn in planning and decision-making.
Handle off-duty billing and scheduling assignments. Keeps track of training records. Interface
with the city's payroll system to significantly decrease the number of hours spent each pay period
nn employee timnesheets.
FUNDING SOURCE: (is there a specific funding source?)
1712701 10,171M M-O