Explanation
BACKGROUND
This legislation requests approval to amend Ordinance No. 1799-2007; passed on November 26, 2007. After passage of 1799-2007, it was discovered that Smart Solutions could not supply the software necessary for this project, therefore justifying the need to identify a vendor to supply the required software, associated licenses and related services; that are essential to the daily operation and functional needs associated with the Central Payroll and Human Resources Information Management System (CHRIS). The vendor identified to supply the necessary software, licenses and related services, is Software House International (SHI). This vendor has been selected from a bid State Term Contract (0A07004 MAC - Expiration 6/30/2008) which is available for the City's use. Additionally, according to pricing information taken from the bid State Term Contract 0A07004 MAC, SHI is the lowest priced provider with a total quote of $105,735.68. The only other supplier for the required software and licenses on the same bid State Term Contract (0A07004 MAC - Expiration 6/30/2008) is ASAP Software International, with a total quote of $108,504.28.
This ordinance requests that authorization be given to the Director of Finance and Management to establish a purchase order, on behalf of the Department of Technology, with Software House International (SHI) for the purchase of Microsoft software, licenses and related services that are needed for the continuation of the CHRIS project. Also, due to the immediate need, deadlines and timelines associated with the CHRIS project; this ordinance requests permission to waive competitive bidding according to Columbus City Code Section 329, as there is not enough time to allow the City to complete a bid process; yet the waiver will allow the City to utilize the bid State Term Contract to acquire the necessary software, licenses and any related services.
Also, this ordinance requests that authorization be given to the City Auditor to reallocate $105,735.68 from an existing Auditor's Certificate (AC027888) originally established for the CHRIS project, with Smart Solutions; with the total original funds established on AC027888 with Smart Solutions being $231,079.80; the funds of $105,735.68 need reallocated to Software House International (SHI) for the software and licenses needs.
In addition, this ordinance requests permission to modify the original contract with Lawson Software, to extend the maintenance services; of which the first six months of maintenance was provided within the original contract at no charge, with a coverage period commencing on November 30, 2007 as when the purchase order was approved and ending as of May 31, 2008. Funding in the amount of $80,000.00 was previously identified within the original ordinance (Ordinance #1799-2007), as related services, and established on the Auditor's Certificate (AC027888), not yet expended with the vendor, as the contract terms and conditions, regarding the maintenance term was not revised to make provisions for an additional eight months of maintenance coverage; which will change the coverage period expiration from May 31, 2008 to January 31, 2009; as the end of January is a better expiration date then the end of the year, expiring the end of December, due to end-of-year City of Columbus Accounting and Budget practices and deadlines.
Fiscal Impact: The Department of Technology has a need to reallocate $105, 735.68 from an existing Auditor's Certificate (AC027888) originally established for the CHRIS project, from the Department of Technology's Information Services Bond Fund; with the total original funds established on AC027888 with Smart Solutions being $231,079.80 to Software House International (SHI) for the software and licenses needs. No additional funds are requested within this ordinance as the current Auditor's Certificate (AC027888) has a balance of $149,386.84. Also, there is a need to extend the maintenance coverage period within the contract, no additional funds are requested as the previous ordinance made provision for the funds; the contract maintenance coverage period needs modified.
Contract Compliance:
Software House International (SHI) - 223009648 - Expiration 11/19/2009
Lawson Software - 41-1251159 - Expiration 09/06/09
Emergency: Emergency legislation is requested to meet timelines associated for product installation and implementation and to facilitate prompt contract execution and related payment for services.
Title
To amend Ordinance Number 1799-2007 passed by Columbus City Council on November 26, 2007 for the purpose to authorize the Director of the Department of Technology to modify a contract, with Lawson Software, for the extension of a maintenance coverage period, associated with the installation and related services for the Central Payroll and Human Resources Information Management System; to authorize the Director of the Department of Finance and Management, on behalf of the Department of Technology, to establish a purchase order for the acquisition of software, licenses and associated services, from Software House International, from a pre-existing bid State Term Contract; to authorize the reallocation of $105, 735.68 from an existing Auditor's Certificate; to waive competitive bidding provisions of the Columbus City Code; to authorize the expenditure of $105,735.68 from the Information Services Bond Fund; and to declare an emergency ($105,735.68)
Body
WHEREAS, this legislation requests approval to amend Ordinance No. 1799-2007; passed by Columbus City Council on November 26, 2007. After passage of 1799-2007, it was discovered that Smart Solutions could not supply the software necessary for this project, therefore justifying the need to identify a vendor to supply the required software, associated licenses and related services; that are essential to the daily operation and functional needs associated with the Central Payroll and Human Resources Information Management System (CHRIS); and
WHEREAS, this ordinance authorizes the Director of Finance and Management to establish a purchase order, for the Department of Technology, for the purchase of Microsoft software products and licenses from Software House International (SHI); and
WHEREAS, a bid state term contract (0A07004 MAC) is available for the city's use with Software House International for the software license purchase; and
WHEREAS, due to the immediate need, deadlines and timelines associated with the CHRIS project; this ordinance requests permission to waive competitive bidding according to Columbus City Code Section 329.27, as it is in the best interest of the City, as there is not enough time to allow the City to complete a bid process; thus allowing the City to utilize the bid State Term Contract to acquire the necessary software, licenses and any related services; and
WHEREAS, funds are available and the Department of Technology has a need to reallocate $105, 735.68 from an existing Auditor's Certificate (AC027888) originally established for the CHRIS project, from the Department of Technology's Information Services Bond Fund; with the total original funds established on AC027888 with Smart Solutions being $231,079.80 to Software House International (SHI); and
WHEREAS, the Department of Technology has a need to modify an existing contract; previously authorized through the passage of Ordinance 1799-2007, with Lawson Software, to extend services related to maintenance; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Technology in that it has an immediate need to encumber funds to purchase current and upgraded Microsoft products and licenses from Software House International (SHI), and to modify an existing contract with Lawson Software, for services related to maintenance, in order to maintain critical city operations, thereby preserving the public health, peace, property, safety and welfare; now, therefore
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1: That Ordinance No. 1799-2007, passed by Columbus City Council on November 26, 2007, is hereby amended.
SECTION 2: That the Director of the Department of Finance and Management, on behalf of the Department of Technology, is hereby authorized to establish a purchase order for the acquisition of software, licenses and related services from Software House International (SHI); utilizing a bid State Term Contract (0A07004 - Expiration 6/30/2008), in the amount of $105,735.68.
SECTION 3: That the Director of the Department of Technology is hereby authorized to modify an existing contract with Lawson Software, to modify the coverage period for services related to maintenance; previously identified within the original ordinance (Ordinance #1799-2007), as related services, and established on the Auditor's Certificate (AC027888), not yet expended with the vendor, as the contract terms and conditions, regarding the maintenance term was not revised to make provisions for an additional eight months of maintenance coverage; which will change the coverage period expiration from May 31, 2008 to January 31, 2009.
SECTION 4: That the City Auditor is hereby authorized to reallocate the sum of $105,735.68 from an existing Auditor's Certificate (AC027888), originally established in the amount of $231,079.80 with Smart Solutions, from the Department of Technology's Information Services Bond Fund; to Software House International (SHI) for the software and licenses needs. No additional funds are requested within this ordinance as the current Auditor's Certificate (AC027888) has a balance of $149,386.84.
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 of Chapter 329 of the Columbus City Codes be and are hereby waived.
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 expenditure of $105,735.68 or so much thereof as may be necessary is hereby authorized to be expended within the Information Services Bond Fund to pay the cost thereof 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: $105,735.68 - Software House International
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.