Explanation
Background:
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, 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.
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, along with an increase of additional funding in the amount of $99,465.00. 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 for additional funding to continue receiving services and other necessary deliverables, along with additional hours necessary to complete the project. The passage of this ordinance will provide funding and make provisions for the additional needs. The funding for this ordinance has been identified and is available within the Information Services Bond Fund.
Also, 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, to accommodate for the additional expenditure authorized by this ordinance.
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. Approval of this ordinance will allow for additional funds totaling $97,519.00, for additional hours for receipt of necessary deliverables, bringing the contract aggregate total to $2,505,540.35 for all services, deliverables and maintenance.
Funds for this ordinance have been identified as follows: remaining carryover funds totaling $16,538.28 are available within the Human Resources Information project. The balance of $80,980.72 needed for this ordinance and project is available within the Connectivity Project (470046) carryover funds for transfer to the Human Resources Project (470049) within the Information Services Bond Fund, and will allow for the continuance of services and deliverables provided by Lawson Software.
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 services.
Contract Compliance:
Lawson Software #41-1251159 Expiration Date: 09/02/2011 (PHC)
Title
To authorize the Director of the Department of Technology to modify and increase a contract with Lawson Software for the installation and related services for the Central Payroll and Human Resources Information Management System; to authorize the transfer of appropriation and cash between projects in the Information Services Bond Fund; to amend the 2009 Capital Improvement Budget; to authorize the expenditure of $97,519.00 from the Information Services Bond Fund; and to declare an emergency ($97,519.00)
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 November 30, 2009, in the amount of $97,519.00, with the funds being identified within the Information Services Bond fund; 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 Improvements Budget (CIB), passed June 15, 2009, Ordinance #0806-2009, 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 authorized to modify and increase a contract that will allow for the continuation services and deliverables, with Lawson Software, related to completing the CHRIS project implementation without interruption, through November 30, 2009, in the amount of $97,519.00. Also, this ordinance authorizes the appropriation and transfer of cash from another project within the Information Services Bond fund, and will amend the 2009 Capital Improvements Budget (CIB), passed June 15, 2009, Ordinance #0806-2009, to accommodate for the additional expenditure authorized by this ordinance.
SECTION 2: 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
Connectivity Project 470046-100000 (carryover) 272,416 191,435
Human Resources Information 470049-100000 (carryover) 110,966 196,985
SECTION 3: 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: 470046| Project Name: Connectivity Project| OCA Code: 470046| Amount: $80,980.72
To:
Dept./Div. 47-02| Fund 514| Subfund: 002| Project Number: 470049| Project Name: Human Resources Information| OCA Code: 514049|Amount: $80,980.72
SECTION 4: That paying for the cost of this project, the expenditure, in an amount not to exceed $97,519.00 or as much thereof as may be necessary is hereby authorized to be expended as follows:
Dept./Div.: 47-02| Fund: 514| Subfund: 002| Project Name: Human Resources Information| Project Number: 470049| OCA Code: 514049| Obj. Level 1: 06 | Obj. Level 3: 6655| Amount: $97,519.00 - Lawson Software.
SECTION 5: 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 6: 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.