Explanation
Background:
This legislation authorizes the Director of Finance and Management, on behalf of the Department of Technology, to establish a purchase order with Intellinetics, Inc. to acquire additional licenses (needed for expanded users due to the added functionality provided by the Lawson application, formally known as CHRIS - Columbus Human Resource Information System), professional services, maintenance for a period of twelve months commencing on approval of a certified purchase order, training, and related services, of which this purchase will be utilized in conjuction with an existing Intellivue Document Management System. This system and application has enhanced job performance associated with human resource (HR) functions, such as but not limited to: electronic tracking of employment applications; electronic tracking of worker's compensation claims and accurate compliance with State and Federal regulations; and the ability to access documents electronically which currently exists in paper form. Also, the additional licenses and related services will expand the job performance enhancements to various agencies throughout the City.
This legislation requests the waiver of the competitive bidding process by allowing the needed purchase from a local vendor, Intellinetics, Inc., who provides on-site support as needed, and will be associated with the existing thirteen licenses currently utilized by the Department of Human Resources.
Fiscal Impact: This is the first time that the Department of Technology has made a purchase with Intellinetics, associated with the CHRIS project. Funding in the total amount of $68,125.00, for this purchase is available in the Human Resource Information project, within the Information Services Bond Fund. The funds will cover the cost of licenses in the amount of $37,500.00; professional services in the amount of $18,760.00; maintenance for twelve months commencing on the date of an approved and certified purchase order, in the amount of $5,625.00; and training in the amount of $6,240.00.
Emergency Designation: This ordinance is submitted as an emergency measure to allow funding to be available to cover the necessary purchase prior to December 2008 and to continue with services that are necessary to support daily operation activities.
Contract Compliance: Intellinetics, Inc. - 31-1491111 Expiration Date: 11/19/2010
Title
To authorize the Director of Finance and Management, on behalf of the Department of Technology, to establish a purchase order with Intellinetics, Inc., for the purchase of an additional licenses, professional services, maintenance, and training associated with CHRIS and Intellivue Document Management system; and to waive the competitive bidding requirements of the Columbus City Codes; to authorize the expenditure of $68,125.00 from the Information Services Bond Fund; and to declare an emergency. ($68,125.00)
Body
WHEREAS, the Department of Technology has a need for to purchase an Intellivue Document Management system, for the Columbus Human Resources Information System (CHRIS), that will be utilized by various agencies within the City of Columbus, in relations to Human Resources (HR) functions, and
WHEREAS, the Department of Technology has an immediate need to request consideration of waiving the competitive bidding provisions of the Columbus City Code 329.27; thus allowing for the purchase of the additional licenses (needed for expanded users due to the added functionality provided by the Lawson application, formally known as CHRIS - Columbus Human Resource Information System), professional services, maintenance for a period of twelve months commencing on approval of a certified purchase order, training, and related services, and
WHEREAS, this system and application has enhanced job performance associated with human resource (HR) functions, such as yet not limited to electronic tracking of employment applications, electronic tracking of worker's compensation claims and accurate compliance with State and Federal regulations, the ability to access documents electronically which currently exists in paper form. Also, the additional licenses and related services will expand the job performance enhancements to various agencies throughout the City, and
WHEREAS, an emergency exists in the usual daily operation of the City of Columbus, Department of Technology, in that it is immediately necessary to authorize the Finance and Management Director to establish a purchase order with Intellinetics, Inc., for an Intellivue Document Management system associated with the CHRIS Project and Lawson Software and that is is necessary to waive the competitive bidding requirements; for the immediate preservation of the public health, peace, property and safety; now, therefore:
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS
SECTION 1: That the Finance and Management Director be and is hereby authorized to establish a purchase order, for an Intellivue Document Management system associated with the CHRIS Project and Lawson Software, with Intellinetics, Inc., in the amount of $68,125.00.
SECTION 2: That the expenditure of $68,125.00 or so much thereof as may be necessary is hereby authorized to be expended from:
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: $68,125.00
SECTION 3. That in accordance with Section 329 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 Section 329 of the Columbus City Codes be and are hereby waived.
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 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.