Explanation
Background:
This legislation authorizes the Director of the Department of Technology to modify, extend and increase a contract, associated with purchase order EL007511, previously authorized through ordinance #1799-2007, passed by Columbus City Council on November 26, 2007, with Lawson Software for the installation and related services associated with the Central Payroll and Human Resources Information Management System. This system is replacing an aged, out-dated system that is reaching the limit capacity associated with maintaining data, processing information and programs.
This ordinance will authorize the Director of the Department of Finance and Management, on behalf of the Department of Technology to establish a purchase order for the acquisition of hardware from Smart Solutions, needed for this project. This purchase will be made from a Universal Term Contract (UTC), established through the competitive bid process by the Purchasing Office, FL003922 (BPCMP01G) with Smart Solutions, Inc., expiration March 31, 2011. Also, this ordinance will allow for the acquisition of software from Software House International (SHI), utlizing the State of Ohio, State Term Contract (0A07004 expiration 6/30/2010) authorized for the City's use by Ordinance 582-87. Additionaly, due to the immediate need, deadlines and timelines associated with the CHRIS project, this ordinance requests permission to waive competitive bidding according to Columbus City Code Section 329, as there is not enough time to allow the City to complete a bid process. The waiver will allow the City to utilize the State Term Contract to acquire the necessary software and any related services.
On April 13, 2009 Council approved and passed ordinance #0425-2009 that allowed for a modification to extend contract EL007511, with a coverage period from December 1, 2008 through November 30, 2009. This modification allowed the Department of Technology to continue receiving services and other necessary deliverables, and provided additional hours needed to support the Columbus Human Resources Information System (CHRIS) project, as agreed by the City and Lawson Software, in accordance with the original terms and conditions of the original contract.
As the CHRIS project is not completed, and after further research and analysis, it has been determined that the Department of Technology has a need to extend the contract for an additional twelve months, from December 1, 2009 through November 30, 2010. At the same time, there is the need for additional funding to continue receiving services and other necessary deliverables, along with additional hours necessary to complete the project and to accommodate for change orders. The passage of this ordinance will provide funding and make provisions for the additional needs. The funding for this ordinance is available within the Information Services Bond Fund.
Fiscal Impact: In 2007, $2,189,912.60 was established on the contract (purchase order EL007511) with Lawson Software, for the implementation and other related services, for the CHRIS project. In fiscal year 2008, a contract modification in the amount of $80,000.00 was added to purchase order EL007511 for maintenance, with a coverage period of May 31, 2008 through January 31, 2009. Earlier in 2009, $38,643.75 was established on purchase order EL009076 for maintenance, with a coverage period of February 1, 2009 through May 31, 2009, bringing the total contract amount with Lawson Software to $2,308,556.35. On April 13, 2009, ordinance #0425-2009 provided additional funding for deliverables and additional hours in the amount of $99,465.00. Also, approval of ordinance 1110-2009, passed October 19, 2009 provided funding to pay for deliverables and additional hours, in the amount of $97,519.00. Approval of this ordinance will allow for additional funds totaling $453,020.00 with Lawson, for additional hours for receipt of necessary deliverables and change orders, bringing the contract aggregate total to $2,958,560.35 for all services, deliverables and maintenance.
Additionally, this ordinance request approval for funding for hardware, from Smart Solutions in the amount of $3,605.76, purchasing from a UTC. Also, the amount of $31,586.76 for software from SHI, as both the hardware and software are necessary components for this project.
The total funding for this project in the amount of $488,212.52 are available within the Information Services Capital Improvement Fund. Of which, $175,977 is the amount within the Bond Sale designated for the Human Resources Information Project (470049-100000), and the balance needed for this ordinance and project will come from transferring cash ($312,235.52) from the Disaster Recovery project (470037-100000), also included in the same Bond Sale.
This ordinance authorizes the appropriation and transfer of cash from another project within the Information Services Bond Fund, and will amend the 2009 Capital Improvement Budget (CIB), passed June 15, 2009, Ordinance #0806-2009 as amended, to accommodate for the additional expenditure authorized by this ordinance.
Emergency: Emergency action is requested to meet time lines associated with deliverables, to avoid interruption in the performance of services necessary in the usual daily operation, and to facilitate contract execution and related payment for change orders, deliverables and other services.
Contract Compliance:
Lawson Software #41-1251159 Expiration Date: 09/02/2011 (PHC)
Software House International # 22-3009648 - Expiration 11/16/2011
Smart Solutions # 34-1403269 - Expiration 3/10/2011
Title
To authorize the Director of the Department of Technology to modify, extend and increase a contract with Lawson Software for continued services and deliverables for the Central Payroll and Human Resources Information Management System; to authorize the Director of the Department of Finance and Management, on behalf of the Department of Technology, to establish a purchase order for the acquisition of hardware from Smart Solutions, from a Universal Term Contract and for software from Software House International from a State Term Contract; to authorize the expenditure of $488,212.52 from the Information Services Bond Fund; and to declare an emergency ($488,212.52)
Body
WHEREAS, this legislation authorizes the Director of the Department of Technology to modify and increase a contract, associated with purchase order EL007511, previously authorized through ordinance #1799-2007, passed by Columbus City Council on November 26, 2007; extend under ordinance #0425-2009 passed April 13, 2009, with Lawson Software, for the installation and related services associated with the Central Payroll and Human Resources Information Management System; and
WHEREAS, the Capital Improvement Plan (CIP) for the City of Columbus contains a provision for the upgrade of the City of Columbus' HRIS systems and an integrated Payroll and HR system; and
WHEREAS, passage of this ordinance will allow the Department of Technology to continue receiving services and other necessary deliverables associated with the CHRIS Project, as agreed by the City and Lawson Software, in accordance with the original terms and conditions of the original contract (EL007511), through December 1, 2010, in the amount of $453,020.00, with the funds being identified within the Information Services Bond fund; and
WHEREAS, this ordinance will also authorize the Director of the Department of Finance and Management, on behalf of the Department of Technology, to establish a purchase order for the acquisition of hardware from Smart Solutions. This purchase will be made from a pre-existing Universal Term Contract FL003922 (BPCMP01G), with Smart Solutions, expiration date March 31, 2011 in the amount of $3,605.76, and
WHEREAS, State of Ohio State Term Contract (0A07004 expiration date 6/30/2010) is available for the city's use with Software House International for the software purchase in the amount of $31,586.76, and
WHEREAS, due to the immediate need, deadlines and timelines associated with the CHRIS project; this ordinance requests permission to waive competitive bidding according to Columbus City Code Section 329.27, as it is in the best interest of the City, as there is not enough time to allow the City to complete a bid process; thus allowing the City to utilize the bid State Term Contract to acquire the necessary software and any related services, and
WHEREAS, this ordinance authorizes the appropriation and transfer of cash from another project within the Information Services Bond Fund, and will amend the 2009 Capital Improvement Budget (CIB), passed June 15, 2009, Ordinance #0806-2009 as amended, to accommodate for the additional expenditure authorized by this ordinance; and
WHEREAS, an emergency exists in the usual daily operation of the City of Columbus in that it is immediately necessary for the Director of Technology to modify a contract with Lawson Software to continue services associated with the Central Payroll and Human Resources Information Management System (CHRIS), thereby preserving the public health, peace, property, safety, and welfare; now, therefore
BE IT ORDAINED BY THE CITY COUNCIL OF COLUMBUS:
SECTION 1: That the Director of the Department of Technology be and is hereby authorize to modify, extend and increase a contract that will allow for the continuation of services, deliverables, and change orders with Lawson Software, related to completing the CHRIS project implementation without interruption, through December 1, 2010, in the amount of 453,020.00. The funds associated with this modification will come from the Information Services Bond Fund, with the appropriation and transfer of cash from another project within the Information Services Bond Fund, and will amend the 2009 Capital Improvement Budget (CIB), passed June 15, 2009, Ordinance #0806-2009 as amended, to accommodate for the additional expenditure authorized by this ordinance.
SECTION 2: That the Director of the Department of Finance and Management, on behalf of the Department of Technology, is hereby authorize to establish a purchase order for the acquisition of hardware from Smart Solutions, from a pre-existing Universal Term Contract FL003922 (BPCMP01G), with an expiration date March 31, 2011, in the amount of $3,605.76. Along with establishing a purchase order for the acquisition of software from SHI, from a State of Ohio State Term Contract (0A07004 expiration date 6/30/2010), in the amount of $31,586.76.
SECTION 3: That the 2009 Capital Improvement Budget is hereby amended as follows for this expenditure:
Department of Technology, Information Services Dept./Div. 47-02
Information Services Bond Fund #514
Project Name/Number Current CIB Amount Revised Amount
Disaster Recovery:
470037-100000 800,000 487,764
Human Resources Information:
470049-100000 175,977 488,213
SECTION 4: That the City Auditor is hereby authorized and directed to transfer funds and appropriation within the Information Services Bond Fund as follows:
From:
Dept./Div. 47-02| Fund 514| Subfund: 002| Project Number: 470037-100000| Project Name: Disaster Recovery| OCA Code: 470037| Amount: $312,235.52
To:
Dept./Div. 47-02| Fund 514| Subfund: 003| Project Number: 470049-100000| Project Name: Human Resources Information| OCA Code: 514149|Amount: $312,235.52
SECTION 5: That for the purpose of paying the costs referred to in Sections 1 and 2, the expenditure of $488,212.52 or so much thereof as may be necessary is hereby authorized to be expended from:
Dept./Div.: 47-02| Fund: 514| Subfund: 003| Project Name: Human Resources Information| Project Number: 470049 - 100000 | OCA Code: 514149| Obj. Level 1: 06 | Obj. Level 3: 6655| Amount: $453,020.00 - Lawson Software.
Dept./Div.: 47-02| Fund: 514| Subfund: 003| Project Name: Human Resources Information| Project Number: 470049 - 100000 | OCA Code: 514149| Obj. Level 1: 06| Obj. Level 3: 6655| Amount: $3,605.76 - Smart Solutions.
Dept./Div.: 47-02| Fund: 514| Subfund: 003| Project Name: Human Resources Information| Project Number: 470049 - 100000 | OCA Code: 514149| Obj. Level 1: 06| Obj. Level 3: 6655| Amount: $31,586.76 - SHI.
SECTION 6: 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 7: That in accordance with Section 329.27 of the Columbus City Codes, City Council finds it to be in the best interest of the City of Columbus that the competitive bidding requirements of Chapter 329 of the Columbus City Codes be and are hereby waived.
SECTION 8: That for the reasons stated in the preamble hereto, which is hereby made a part hereof, this ordinance is herby 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.