Explanation
1. BACKGROUND: This Ordinance authorizes the Department of Public Utilities to issue a Change Order to the contract with Tyler Technologies, Inc. for the Dynamics AX 2012 Financial Management System, in the amount of $97,774.00.
This Change Order is needed to add cashiering integration between the new Dynamics AX 2012 Financial Management System and the Department of Public Utilities’s CUBS billing system. The modification will cover hardware and implementation costs.
1.1 Amount of additional funds to be expended: $ 97,774.00
Original Contract Amount: $5,619,677.00
Tyler Change Order 2015-10: $ 97,774.00
Total (Orig. + CO. 1) $5,717,451.00
1.2. Reasons additional goods/services could not be foreseen:
The scope of work was not part of the original contract, as the legacy financial management system did not include cashiering for the Department of Public Utilities and the desire for a new cashiering solution did not arise until after the Tyler contract was in place.
1.3. Reason other procurement processes are not used:
Tyler Technologies has been performing the development of this highly technical financial management system for the past two years and are intimately involved in the configuration and implementation. It would take another vendor considerable amount of time and cost to become familiarized with the intricate configuration of this part of the integration to our Customer Information Billing System (CUBS) before conceptualizing a seamless roll-out.
1.4. How cost of modification was determined:
The consultant prepared an estimate based on the scope of work and City staff reviewed and approved this cost estimate.
2. ECONOMIC IMPACT/ADVANTAGES; COMMUNITY OUTREACH; PROJECT DEVELOPMENT; ENVIRONMENTAL FACTORS/ADVANTAGES OF PROJECT: The new Dynamics AX 2012 Financial Management System will replace the City’s current Performance Series system. The latest significant update to Performance was in 2008 and the vendor has not indicated if the software will be updated, therefore, the City needs to procure a new system before Performance Series reaches the end of its product life.
3. CONTRACT COMPLIANCE INFO: 75-2303920, expires 10/21/17, Majority
Searches in the Excluded Party List System (Federal) and the Findings for Recovery list (State) produced no findings against Tyler Technologies, Inc.
4. FISCAL IMPACT: This legislation includes a transfer of funds within the Water G.O. Bonds Fund as well as an amendment to the 2015 Capital Improvements Budget.
Title
To authorize the Director of Public Utilities to issue a Change Order to the contract with Tyler Technologies, Inc. for the Dynamics AX 2012 Financial Management System; for the Division of Water; to authorize a transfer and expenditure up to $97,774.00 from the Water G.O. Bonds Fund; and to amend the 2015 Capital Improvements Budget. ($97,774.00)
Body
WHEREAS, Contract No. EL014509 was authorized by Ordinance No. 1077-2013, passed May 20, 2013, was executed on June 25, 2013, and approved by the City Attorney on June 25, 2013; and
WHEREAS, Change Order 2015-10 is needed to add cashiering integration between the new Dynamics AX 2012 Financial Management System and the Department of Public Utilities’s CUBS billing system; and
WHEREAS, it is necessary for this Council to authorize the Director of Public Utilities to issue a Change Order to the contract with Tyler Technologies, Inc. for the Dynamics AX 2012 Financial Management System; and
WHEREAS, it is necessary for this Council to authorize the transfer and expenditure of funds within the Water G.O. Bonds Fund, for the Division of Water; and
WHEREAS, it is necessary to authorize an amendment to the 2015 Capital Improvements Budget for purposes of providing sufficient funding and expenditure authority for the aforementioned project expenditure; and
WHEREAS, it has become necessary in the usual daily operation of the City of Columbus to authorize the Director of Public Utilities to issue a Change Order to the contract with Tyler Technologies, Inc., for the Dynamics AX 2012 Financial Management System, for the preservation of 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 Utilities is hereby authorized and directed to issue a Change Order to the contract with Tyler Technologies, Inc. for the Dynamics AX 2012 Financial Management System, in an amount up to $97,774.00.
SECTION 2. That the transfer of $97,774.00 or so much thereof as may be needed, is hereby authorized between projects within Fund 6006, Water G.O. Bond Fund, per the account codes in the attachment to this ordinance.
SECTION 3. That the 2015 Capital Improvements Budget is hereby amended as follows:
Fund No. | Proj. No. | Proj. Name | Current Authority | Revised Authority | Change
606 | P690236-100056 (carryover) | Florence Ave. WL | $57,807 | $1 | -$57,806
606 | P690236-100087 (carryover) | N. Ohio Ave. WL | $0 | $44,237 | +$44,237
(establish funding for current cash)
606 | P690236-100087 (carryover) | N. Ohio Ave. WL | $44,237 | $4,268 | -$39,969
606 | P690485-100000 (carryover) | Technology Resources | $0 | $97,775 | +$97,775
SECTION 4. That the expenditure of $97,774.00 or so much thereof as may be needed, is hereby authorized in Fund 6006, Water G.O. Bonds Fund, in Object Class 06, Capital Outlay, per the accounting codes in the attachment to this ordinance.
SECTION 5. That the funds necessary to carry out the purpose of this Ordinance are hereby deemed appropriated, and the City Auditor shall establish such accounting codes as necessary.
SECTION 6. That the City Auditor is hereby authorized and directed to transfer any unencumbered balance in the project account to the unallocated balance within the same fund upon receipt of certification by the Director of the Department administering said project that the project has been completed and the monies no longer required for said project; except that no transfer shall be made from a project account by monies from more than one source.
SECTION 7. That the City Auditor is authorized to establish proper project accounting numbers as appropriate.
SECTION 8. 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 9. That this Ordinance shall take effect and be in force from and after the earliest period allowed by law.