Explanation
BACKGROUND:
This ordinance authorizes the Director of the Department of Technology to enter into a three year contract agreement with Cornerstone OnDemand, Inc., for the purchase of a hosted learning management system (LMS) and professional services to assist in implementing that system. The City requires a robust commercially available solution that can be used to support its training operations at the Departments of Public Utilities (DPU), Human Resources (HR) and other City departments. While the City intends to utilize the system for all City LMS needs in the future, the LMS will first be provisioned to DPU in support of ongoing training needs of approximately 1,400 DPU employees. In addition to a hosted LMS system, the City requires professional services to assist in configuration, data migration, systems integration and provisioning. The coverage term period is one (1) year from the date of a purchase order certified by the Columbus City Auditor's Office. This ordinance authorizes funding in the amount of $161,892.00, which includes the following: $39,250.00 (software licensing), $88,160.00 (professional services), $7,500.00 (training) and $26,982.00 (contingency funds).
The Department of Technology (DoT) through utilization of a Request for Proposals, received twelve proposals in response to SA005776 for a learning management system in support of the Department of Public Utilities (DPU), Department of Human Resources (HR) and other city departments. An evaluation committee of 5 employees from the Department of Technology, Department of Public Utilities, and Department of Human Resources scored all proposals, selected seven finalists for additional discussions/presentations and is recommending that award be made to Cornerstone On Demand, Inc
The seven finalists were provided with an agenda for a 3 hours presentation that included an overview of the product, functionality demonstrations/scenarios and a list of questions for Q&A. After these presentations were completed the committee unanimously selected Cornerstone On Demand.
This ordinance requests a waiver of competitive bidding requirements due to the length of time it took to go through the evaluation process and the demonstrations of the vendors systems (during which the allowable 180 day term period expired).
EMERGENCY:
Emergency action is requested to expedite authorization of this contract so that the services to be provided may start at the earliest possible date.
FISCAL IMPACT:
Funds for this purchase, in the amount of $161,892.00, were budgeted and are available within the Department of Technology, internal service fund, direct charge budget - DPU for a hosted learning management system and professional services to assist in implementing that system.
CONTRACT COMPLIANCE NUMBER:
Vendor Name: Cornerstone OnDemand, Inc. CC#: 13-4068197 Expiration Date: 07/01/2016
Title
To authorize the Director of the Department of Technology to enter into a three year agreement with Cornerstone OnDemand, Inc. for the purchase of a hosted learning management system and professional services to assist in implementing that system; to waive the competitive bidding provisions of the Columbus City Code; and to authorize the expenditure of $161,892.00 from the Department of Technology, Internal Services Fund; and to declare an emergency. ($161,892.00)
Body
WHEREAS, this ordinance authorizes the Director of the Department of Technology to enter into a three (3) year contract agreement with Cornerstone OnDemand, Inc. for the purchase of a hosted learning management system and professional services to assist in implementing that system, in the amount of $161,892.00. The coverage term period is one (1) year from the date of a purchase order certified by the Columbus City Auditor's Office. This ordinance authorizes funding in the total amount of $161,892.00, which includes the following: $39,250.00 (software licensing), $88,160.00 (professional services), $7,500.00 (training) and $26,982.00 (contingency funds); and
WHEREAS, the City requires a robust commercially available solution that can be used to support its training operations at the Departments of Public Utilities (DPU), Human Resources (HR) and other City departments; and
WHEREAS, the Department of Technology (DoT), through utilization of a Request for Proposals process, received twelve proposals in response to SA005776 for a learning management system in support of the Department of Public Utilities (DPU), Department of Human Resources (HR) and other city departments and the evaluation committee unanimously selected Cornerstone On Demand, Inc.; and
WHEREAS, it is in the best interest of the City to waive the competitive bidding provisions of the Columbus City Code due to the length of time it took to go through the evaluation process and the demonstrations of the vendors systems during which the allowable 180 day term period expired; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Technology in that it is immediately necessary to autorize the Director to enter into a three year agreement with Cornerstone OnDemand, Inc. for the purchase of a hosted learning management system and professional services to assist in implementing that system, for the immediate 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 is hereby authorized to enter into a three (3) year contract agreement with Cornerstone OnDemand, Inc. for the purchase of a hosted learning management system and professional services to assist in implementing that system. The coverage term period is one (1) year from the date of a purchase order certified by the Columbus City Auditor's Office.
SECTION 2: That the expenditure of $161,892.00 or so much thereof as may be necessary is hereby authorized to be expended from Department of Technology, Information Services Division, Internal Services Fund:
(DoT - 3358 - Department of Public Utilities/ Software License/ - $39,250.00
Div.: 47-01|Fund: 514|Sub-fund: 550|OCA Code: 514550|Obj. Level 1: 03|Obj. Level 3: 3358 |Amount: $2,394.25| Electricity
Div.: 47-01|Fund: 514|Sub-fund: 600|OCA Code: 514600|Obj. Level 1: 03|Obj. Level 3: 3358 |Amount: $15,229.00| Water
Div.: 47-01|Fund: 514|Sub-fund: 650|OCA Code: 514650|Obj. Level 1: 03|Obj. Level 3: 3358 |Amount: $17,073.75| Sewers & Drains
Div.: 47-01|Fund: 514|Sub-fund: 675|OCA Code: 514675|Obj. Level 1: 03|Obj. Level 3: 3358 |Amount: $4,553.00| Storm Water
(DoT - 3336 - Department of Public Utilities/ Professional Services/ - $88,160.00
Div.: 47-01|Fund: 514|Sub-fund: 550|OCA Code: 514550|Obj. Level 1: 03|Obj. Level 3: 3336 |Amount: $5,377.76| Electricity
Div.: 47-01|Fund: 514|Sub-fund: 600|OCA Code: 514600|Obj. Level 1: 03|Obj. Level 3: 3336 |Amount: $34,206.08| Water
Div.: 47-01|Fund: 514|Sub-fund: 650|OCA Code: 514650|Obj. Level 1: 03|Obj. Level 3: 3336 |Amount: $38,349.60| Sewers & Drains
Div.: 47-01|Fund: 514|Sub-fund: 675|OCA Code: 514675|Obj. Level 1: 03|Obj. Level 3: 3336 |Amount: $10,226.56| Storm Water
(DoT - 3331 - Department of Public Utilities/ Training/ - $7,500.00
Div.: 47-01|Fund: 514|Sub-fund: 550|OCA Code: 514550|Obj. Level 1: 03|Obj. Level 3: 3331 |Amount: $457.50| Electricity
Div.: 47-01|Fund: 514|Sub-fund: 600|OCA Code: 514600|Obj. Level 1: 03|Obj. Level 3: 3331 |Amount: $2,910.00| Water
Div.: 47-01|Fund: 514|Sub-fund: 650|OCA Code: 514650|Obj. Level 1: 03|Obj. Level 3: 3331 |Amount: $3,262.50| Sewers & Drains
Div.: 47-01|Fund: 514|Sub-fund: 675|OCA Code: 514675|Obj. Level 1: 03|Obj. Level 3: 3331 |Amount: $870.00| Storm Water
(DoT - 3336 - Department of Public Utilities/ Professional Services/ - $26,982.00 (Contingency Funds)
Div.: 47-01|Fund: 514|Sub-fund: 550|OCA Code: 514550|Obj. Level 1: 03|Obj. Level 3: 3336 |Amount: $1,645.90| Electricity
Div.: 47-01|Fund: 514|Sub-fund: 600|OCA Code: 514600|Obj. Level 1: 03|Obj. Level 3: 3336 |Amount: $10,469.02| Water
Div.: 47-01|Fund: 514|Sub-fund: 650|OCA Code: 514650|Obj. Level 1: 03|Obj. Level 3: 3336 |Amount: $11,737.17| Sewers & Drains
Div.: 47-01|Fund: 514|Sub-fund: 675|OCA Code: 514675|Obj. Level 1: 03|Obj. Level 3: 3336 |Amount: $3,129.91| Storm Water
SECTION 3: 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 4: 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 5: That Council finds it is in the City's best interest to waive the competitive bidding provisions of City Code Chapter 329.
SECTION 6: That for the reasons stated in the preamble hereto, which is hereby made a part hereof, this ordinance is whereby 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.