Explanation
BACKGROUND:
This legislation authorizes the Director of the Department of Technology to renew an annual agreement with Business Software, Inc (BSI) for software maintenance and support for the BSI Tax Factory application utilized by CHRIS (Columbus Human Resource Information System). The original agreement (ED040348) was established in December 2009. The agreement was most recently renewed by authority of ordinance 2254-2012, passed October 11, 2012, through purchase order EL013733. This renewal will provide another year of maintenance and support for the period December 9, 2013 to December 8, 2014, at a cost of $9,492.52.
The BSI Tax Factory application performs calculations of US Federal, State, Possession and Local payroll taxes for the employer and employee. The burden of tracking regulatory rules is eliminated for tax calculations, wage, and benefit plan taxability, wage attachments and deferred income.
This legislation requests approval to waive the competitive bidding provisions of the Columbus City Code Section 329 due to the fact that the maintenance and support for the BSI Tax Factory application is only available through the reseller from which the system was licensed. Under the original contract with Lawson Software Ord.1799-2007, passed by Columbus City Council on November 26, 2007, it was identified that the named reseller for the Tax Factory application, which is utilized with the Lawson software for the CHRIS project, would be Business Software, Inc. The initial software maintenance and support contract with Business Software, Inc. (BSI), ED040348, was established in 2009. The bid waiver will allow the City to continue the maintenance and support necessary for the operation of the BSI Tax Factory application.
EMERGENCY:
Emergency action is requested to expedite authorization of this contract in order to facilitate and maintain uninterrupted services from the supplier.
FISCAL IMPACT:
For years 2011 and 2012, the Department of Technology expended $9,040.50 and $9,492.52 respectively with Business Software, Inc. (BSI) for maintenance and support services. The cost associated with this contract renewal and ordinance for the software maintenance support for a one year term period (December 9, 2013 through December 8, 2014) is $9,492.52. Funds were budgeted and are available within the Department of Technology, Information Services Division, internal service fund. The total aggregate contract cost for maintenance and support services for the Business Software, Inc. (BSI) Tax Factory is $45,676.04.
CONTRACT COMPLIANCE:
Vendor Name: Business Software, Inc. F.I.D#/C.C.#: 59 - 1935198 Expiration Date: 10/17/2015
Title
To authorize the Director of the Department of Technology to renew a contract with Business Software, Inc (BSI) for software maintenance and support associated with the CHRIS project; to waive the competitive bidding provisions of the Columbus City Codes; to authorize the expenditure of $9,492.52 from the Department of Technology, Information Services Division, internal service fund; and to declare an emergency. ($9,492.52)
Body
WHEREAS, the Department of Technology has a need to renew an annual maintenance and support agreement for the term period coverage of December 9, 2013 through December 8, 2014 at a cost of $9,492.52 with Business Software, Inc (BSI) Tax Factory Application associated with the CHRIS project related to the installation and utilization of their product, and
WHEREAS, the maintenance and support is only available through the reseller from which the system was licensed. Under the original contract with Lawson Software Ord.1799-2007, passed by Columbus City Council on November 26, 2007, it was identified that the named reseller for the Tax Factory application, which is utilized with the Lawson software for the CHRIS project, would be Business Software, Inc., and
WHEREAS, the initial software maintenance and support contract with Business Software, Inc. (BSI), ED040348, was established in 2009, and
WHEREAS, this ordinance requests waiving of the competitive bidding requirement of the Columbus City Codes Section 329 to allow the Department of Technology to continue the maintenance and support service necessary for the operation of the BSI Tax Factory application, and
WHEREAS, an emergency exist in the daily operation of the city in that it is immediately necessary for the Director of the Technology Department on behalf of the City of Columbus to renew a contract with Business Software Inc. for an additional one year term period, to provide maintenance and support services for the BSI Tax Factory application, thereby preserving the public health, peace, 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 renew a contract with Business Software, Inc. (BSI) for software maintenance and support on the BSI Tax Factory application utilized with the CHRIS project, in the amount of approximately $9,492.52 for a coverage term period from December 9, 2013 through December 8, 2014.
SECTION 2: That the expenditure of approximately $9,492.52 or so much thereof as may be necessary is hereby authorized to be expended from:
Div.: 47-02|Fund: 514|Subfund: 001|OCA Code: 470202Obj. Level 1: 03|Obj. Level 3: 3369|Amount: $ 9,492.52
SECTION 3: 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 4: 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 5: 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 be and are hereby waived (see attachment Bid Waiver Form Ord. No. 2450-2013).
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.