Explanation
BACKGROUND:
This ordinance authorizes the Director of the Department of Technology to modify a contract with Infor (US) Inc. (formerly Lawson Software Americas Inc.) for the installation and related services associated with the Columbus Human Resources Information System (CHRIS) project. The original contract (EL007511) was authorized by ordinance 1799-2007, passed by Columbus City Council on November 26, 2007. The contract was modified last year by authority of ordinance 1631-2011, passed October 24, 2011, through purchase order EL012177. Earlier this year, the City's agreement with Lawson Software Americas Inc. was transferred to Infor (US) Inc. by authority of ordinance 2375-2012, which also authorized an extension of the agreement through November 30, 2013. This ordinance to modify the contract will increase the funding amount by $873,825.00 for a total contract amount of $4,992,165.53.
The $873,825.00 modification amount will be used to pay for Infor consultants to support the CHRIS project until the system go-live date ($702,975.00) and Technical Management Services to provide CHRIS system administration for one (1) year from the date of a purchase order certified by the City Auditor ($170,850.00). The CHRIS implementation has been more complicated than originally anticipated, requiring more support from Lawson consultants beyond that agreed to in the original contract. Also, the complexity of the system requires additional resources to manage the technical aspects of the CHRIS system, enabling City resources to focus on project work and the business aspects of the system. Consequently, the need for additional services was not foreseen when the original contract was established. Given Infor's (formerly Lawson) extensive involvement in the CHRIS project, it is not in the City's best interests to procure the additional service through another procurement process, as this would further delay implementation of the CHRIS system. The $873,825.00 modification amount was negotiated with Infor.
This ordinance also authorizes the transfer of appropriation and cash within fund number 783 (Auditor Bond Fund) between departments and projects, and amend the 2012 Capital Improvement Budget (CIB), passed by Columbus City Council April 16, 2012 via Ordinance # 0368-2012, to accommodate for the expenditure authorized by this ordinance.
EMERGENCY:
Emergency designation is requested as to avoid interruption in the performance of services necessary in the usual daily operation, and to facilitate contract execution and related payment for change orders, deliverables and other services.
FISCAL IMPACT:
The cost associated with this legislation is $873,825.00 for the installation and related services associated with the Columbus Human Resources Information System (CHRIS) project. Funds to cover this expenditure have been identified and are available within the Auditor Bond Fund. Upon the approval of this ordinance, the appropriation and cash of ($936,827.05) will be transferred within fund#:783 from department #: 22-01 project number:783001-100000/ Performance Series Upgrade to department #: 47-02 Project number: 783001-100001 Columbus Human Resources Information System (CHRIS) project.
CONTRACT COMPLIANCE:
Vendor Name(s): Infor (US) Inc., F.I.D.#/C.C.#: 20 - 3469219, Expiration Date: 11/19/2014
Title
To authorize the transfer of appropriation and cash of $936,827.05 within the Auditor Bond Fund between departments and projects; to amend the 2012 Capital Improvement Budget; to authorize the Director of the Department of Technology to modify a contract with Infor (US) Inc. (formerly Lawson Software Americas Inc.) for the installation and related services associated with the Columbus Human Resources Information System (CHRIS) project; and to authorize the expenditure of $873,825.00 from the Auditor's Capital Improvement Bond Fund for the Department of Technology; and to declare an emergency. ($873,825.00)
Body
WHEREAS, the Department of Technology has a need to modify a contract with Infor (US) Inc. (formerly Lawson Software Americas Inc.) for the installation and related services associated with the Columbus Human Resources Information System (CHRIS) project; and
WHEREAS, this contract modification for $873,825.00 will be used to pay for Infor consultants to support the CHRIS project until the system go-live date ($702,975.00) and Technical Management Services to provide CHRIS system administration for one (1) year from the date of a purchase order certified by the City Auditor ($170,850.00); and
WHEREAS, given Infor's (formerly Lawson) extensive involvement in the CHRIS project, it is not in the City's best interests to procure the additional service through another procurement process, as this would further delay implementation of the CHRIS system; and
WHEREAS, this ordinance also authorizes the transfer of appropriation and cash of ($936,827.05) within the Auditor Bond Fund between departments and projects , and will amend the 2012 Capital Improvement Budget (CIB), passed by Columbus City Council April 16, 2012 via Ordinance # 0368-2012, to accommodate for the expenditure authorized by this ordinance; and
WHEREAS, an emergency exists in the usual daily operation of the City in that it is immediately necessary for the Director of the Department of Technology to modify a contract with Infor (US) Inc. (formerly Lawson Software Americas Inc.) for the installation and related services associated with the Columbus Human Resources Information System (CHRIS) project, and transfer appropriation and cash within the Auditor Bond Fund between departments and projects for the preservation of public health, safety, and welfare; now therefore:
BE IT ORDAINED BY THE CITY COUNCIL OF COLUMBUS:
SECTION 1: That the Director of the Department of Technology, is hereby authorized to modify a contract with Infor (US) Inc. (formerly Lawson Software Americas Inc.) for the installation and related services associated with the Columbus Human Resources Information System (CHRIS) project. The $873,825.00 modification amount will be used to pay for Infor consultants to support the CHRIS project until the system go-live date ($702,975.00) and Technical Management Services to provide CHRIS system administration for one (1) year from the date of a purchase order certified by the City Auditor ($170,850.00).
SECTION 2: That the 2012 Capital Improvement Budget is hereby amended as follows for this expenditure:
Auditor Office: Dept./Div. 22-01
Auditor Bond Fund #783
Project Name/Number/Subfund Current CIB Amount Revised Amount Amount Change
Performance Series Upgrade:
783001-100000 / 921,183 936,827 15,644
Performance Series Upgrade:
783001-100000 / 936,827 -0- (936,827)
DoT-ISD/Dept./Div. 47-02
Auditor Bond Fund #783
Human Resources Information System:
783001-100001/ -0- 936,827 936,827
SECTION 3: That the City Auditor is hereby authorized and directed to transfer funds and appropriation within the Auditor Capital Improvement Bond Fund as follows:
FROM:
Dept./Div. 22-01| Fund: 783| Project Number: 783001-100000 (Carryover)| Project Name: Performance Series Upgrade| OCA Code: 783002|Obj. Level 1: 06|Obj. Level 3: 6655| Amount: $936,827.05
TO:
Dept./Div. 47-02| Fund: 783| Project Number: 783001-100001(Carryover)| Project Name: Human Resources Information System | OCA Code: 783101| Obj. Level 1: 06| Obj. Level 3: 6655| Amount: $936,827.05
SECTION 4: That the expenditure of $873,825.00 or so much thereof as may be necessary is hereby authorized to be expended from:
Dept./Div. 47-02| Fund 783| Project Number: 783001-100001(Carryover)| Project Name: Human Resources Information System | OCA Code: 783101| Obj. Level 1: 06|Obj. Level 3: 6655| Amount: $873,825.00
SECTION 5. 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 6: 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 7: That the City Auditor is hereby authorized to transfer the unencumbered balance in a project account to the unallocated balance account within the same fund upon receipt of certification by the Director of the Department administering said project that the project has been completed and the monies are no longer required for said project.
SECTION 8: 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.