Explanation
BACKGROUND:
This ordinance authorizes the Director of the Department of Human Resources and the Director of the Department of Technology to immediately enter into an agreement with Trivantis Corporation, for the acquisition of Lectora Professional Publishing Suite (authoring software) and CouresMill Learning Management System (LMS), server software, software maintenance and support, as well as training related to the installation and utilization of said products. The software maintenance and support will have a one year coverage period commencing upon an approved and certified City of Columbus purchase order. Also, the training shall commence upon the approval of a City of Columbus certified purchase order.
The Department of Human Resources and the Department of Technology are currently working together on the Lawson application related project, formally known as CHRIS (Columbus Human Resource Information System). In relation to the CHRIS project, there is a milestone need to deliver a web-based training to end users within various City of Columbus departments. In order to deliver this milestone training, software is needed. This training software as related to CHRIS, will align processes and procedures associated with daily operational responsibilities, such as yet not limited to HR (Human Resources), training, payroll, benefits and other CHRIS related functionalities across the City.
Due to the urgent and immediate need to install the software and to allow for the associated training, and to facilitate meeting deadlines and timelines, this legislation request approval to waive the competitive bidding provisions of the Columbus City Code Section 329. The Department of Human Resources (HR) exercised due diligence, completing an informal bid process by researching various training software to assist with determining what will be suitable for the CHRIS Lawson application, by obtaining information and quotes to satisfy the informal bid process. The waiver will allow the City to acquire the necessary software, maintenance, support, training and related services, with the research information being listed within the attached bid waiver document (Ord#0916-2009Bid Waiver Trivanits.doc).
From the research it was decided that the necessary software would either be self contained or work alongside a LMS that simultaneously had a history of interfacing with the Lawson CHRIS product. Also, out of the research it was determined that it is in the best interest of the City to acquire the necessary software, training and maintenance support from Trivantis Corporation. Trivantis Corporation provides two products, Lectora and Course Mill which together will provide a customized training for the end users of the CHRIS platform, along with utilizing the course authoring tool that is necessary for the course developer. Trivantis is an Ohio based company and has worked with other Ohio government agencies that use Lectora and CourseMill.
This company is not debarred according to the Federal excluded parties listing or prohibited from being awarded a contract according to the Auditor of State unresolved findings for recovery certified search.
EMERGENCY: Emergency designation is requested in order to implement the software and training and to meet the required deadlines associated with the CHRIS project.
FISCAL IMPACT: Funding for the software, training, and maintenance support, from Trivantis Corporation, in the amount of $33,544.83, has been identified and is available within the 2009 Department of Technology Information Services Fund, with the maintenance and support coverage period of twelve months upon approval of a certified City of Columbus purchase order.
CONTRACT COMPLIANCE: 311667388 Expires: 5/21/2011
Title
To authorize the Director of the Department of Technology and the Director of the Department of Human Resources to enter into contract with Trivantis Corporation, for software; training; maintenance and support associated with the CHRIS project; to authorize the expenditure of $33,544.83 from the Department of Technology's Information Services Fund; to waive the competitive bidding provisions of the Columbus City Codes; and to declare an emergency. ($33,544.83)
Body
WHEREAS, this ordinance authorizes the Director of the Department of Human Resources and the Director of the Department of Technology to immediately enter into an agreement with Trivantis Corporation, for the acquisition of Lectora Professional Publishing Suite (authoring software) and CouresMill Learning Management System (LMS), server software, software maintenance and support, as well as training related to the installation and utilization of said products, and
WHEREAS, with the maintenance and support having a one year coverage period commencing upon an approved and certified City of Columbus purchase order. Also, the training and other related services shall commence upon the approval of a City of Columbus certified purchase order, and
WHEREAS, the Department of Human Resources and the Department of Technology are currently working together on the Lawson application related project, formally known as CHRIS (Columbus Human Resource Information System), and
WHEREAS, in relation to the CHRIS project, there is a milestone need to deliver a web-based training to end users within various City of Columbus departments. In order to deliver this milestone training, software is needed. This training software as related to CHRIS, will align processes and procedures associated with daily operational responsibilities, such as yet not limited to HR (Human Resources), training, payroll, benefits and other CHRIS related functionalities across the City, and
WHEREAS, due to the urgent and immediate need to install the software and to allow for the associated training, this ordinance requests permission to waive the competitive bidding requirements of Columbus City Code within section 329, and
WHEREAS, the Department of Human Resources exercised due diligence by researching various training software to assist with determining what will be suitable for the CHRIS Lawson application, by obtaining information and quotes to satisfy the informal bid process, and
WHEREAS, an emergency exists in the usual daily operation of the city in that it is immediately necessary to authorize the Director of the Department of Human Resources and the Director of the Department of Technology to enter into a contract with Trivantis Corporation to acquire software and associated services 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 the Department of Technology and the Director of the Department of Human Resources be and is hereby authorized to enter into contract with Trivantis Corporation, for software; training; maintenance and support associated with the CHRIS project, in the amount of $33,544.83 from the Department of Technology's Information Services Fund. The maintenance and support having a one year coverage period commencing upon an approved and certified City of Columbus purchase order. Also, the training shall commence upon the approval of a City of Columbus certified purchase order.
SECTION 2: That the expenditure of $33,544.83 or so much thereof as may be necessary is hereby authorized to be expended from:
Div.: 47-02|Fund: 514|Subfund: 001|OCA Code: 280735|Obj. Level 1: 03|Obj. Level 3: 3331|
Amount: $10,165.95
Div.: 47-02|Fund: 514|Subfund: 001|OCA Code: 280743|Obj. Level 1: 02|Obj. Level 3: 2224|
Amount: $6,797.52
Div.: 47-02|Fund: 514|Subfund: 001|OCA Code: 470202|Obj. Level 1: 03|Obj. Level 3: 3369|
Amount: $1,704.69
Div.: 47-02|Fund: 514|Subfund: 001|OCA Code: 280743|Obj. Level 1: 06|Obj. Level 3: 6649|
Amount: $14,876.67
SECTION 3: That the City Auditor is authorized to make any changes to revise the funding source for any contract or contracts modifications associated with this ordinance.
SECTION 4: 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 5: That for the reasons stated in the preamble hereto, which is hereby made a part hereof, this ordinance is hereby 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.