Explanation
BACKGROUND:
This legislation authorizes the Director of the Department of Technology to modify and extend the existing contract with Lawson Software for an additional one (1) year term, December 1, 2010 through November 30, 2011, for the installation and related services associated with the Central Payroll and Human Resources Information Management System (CHRIS). This system is replacing the City's aged, out-dated system that is reaching the limit capacity associated with maintaining data, processing information and programs. Without increasing total funding, this contract modification will extend the contract term period to allow for remaining deliverables and services to be performed and allow any remaining funds from purchase orders EL007511 (authorized via Ordinance No. 1799-2007; passed by Council November 26, 2007) and EL010074 (authorized via Ordinance No. 1340-2009; passed by Council December 1, 2009) to be expended as mutually agreed by both the City of Columbus and Lawson Software, with all other terms and conditions remaining the same. As of September 10, 2010 the remaining funds on EL007511 was $825,065.30 and EL010074 had $140,122.05 remaining.
In 2009, a total $650,004.000 was legislated via Ordinances 1110-2009, 0425-2009, and 1340-2009 to increase funding and extend the existing contract term periods. Passage of this ordinance will allow the contract to be extended for an additional one year term (12/01/2010 through 11/30/2011) for an accumulative total of three years the contract will have required extension beyond the initial first year. Additional contract details can be viewed via attachment ORD1243-2010 LAWSONHISTORY.
As the CHRIS project is not complete, and after further research and analysis, it has been determined that the Department of Technology has a need to extend the existing contract with Lawson Software for an additional one (1) year term, December 1, 2010 through November 30, 2011 and utilize any remaining funds from Purchase Orders EL010074 and EL007511 during this extended coverage period. While performing development tasks associated with the CHRIS project, there were circumstances that directly impacted deliverables and milestones associated with the implementation.
FISCAL IMPACT: In addition to the modifications to increase funding identified above for fiscal year 2009, the Department of Technology also expended in 2008 and 2009 $80,000.00 and $163,112.24 respectively for maintenance and support. Earlier this year $130,691.93 was expended via Ordinances 0187-2010 for maintenance and support bringing the contract aggregate total for maintenance and support to $373,804.17. There is no fiscal impact associated with this ordinance to extend the term period from 12/01/2010 through 11/30/2011 .
CONTRACT COMPLIANCE:
Lawson Software, 41-1251159 Expiration Date: 09/02/2011
Title
To authorize the Director of the Department of Technology to modify the existing contract with Lawson Software to extend the term period for one additional year to continue with project deliverables and related services associated with the Central Payroll and Human Resources Information Management System (CHRIS). ($0.00)
Body
WHEREAS, this ordinance authorizes the Director of the Department of Technology to modify the existing contract with Lawson Software to continue with project deliverables and services to be performed for an additional one (1) year term from December 1, 2010 through November 30, 2011; and to expend any remaining funds associated with purchase orders EL007511 and EL010074 with all other terms and conditions remaining the same, in accordance with the terms and conditions established in the original agreement with Lawson Software and the City of Columbus, and
WHEREAS, this ordinance is needed to continue the provisions for services between the City of Columbus and Lawson Software to allow for the continuation of development and implementation of a computer system (consisting of hardware and software) and related services for the Central Payroll and Human Resources Information Management System (CHRIS), and
WHEREAS, the Department of Technology has a need to modify the existing contract with Lawson Software to extend the coverage period for an additional one (1) year term, December 1, 2010 through November 30, 2011; and to spend any remaining funds associated with purchase orders EL007511 & EL010074, with all other terms and conditions remaining the same to support daily operation activities, thereby preserving 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 is hereby authorized to modify the existing contract with Lawson Software to extend it for an additional one (1) year term from December 1, 2010 through November 30, 2011; and to utilize any remaining funds associated with purchase orders EL007511 & EL010744 within this extended period, with all other terms and conditions remaining the same.
SECTION 2: That the City Auditor is authorized to make any changes to revise the funding source for any contract or contract modifications associated with this ordinance.
SECTION 3: That this ordinance shall take effect and be in force from and after the earliest period allowed by law.