Explanation
BACKGROUND:
This ordinance authorizes the Director of the Department of Technology and the Executive Director of the Civil Service Commission, on behalf of the Civil Service Commission, to renew and modify an agreement with Governmentjobs.com (also known as NeoGov) for an applicant and test management software system. The original agreement with NeoGov (ED038195) was established March 11, 2009. The agreement was most recently renewed by authority of ordinance 1793-2011, passed November 14, 2011, through purchase order EL012296. This renewal will provide software maintenance and support service for the Sigma applicant and test management system from July 1, 2012 to December 31, 2012 at a cost of $10,696.73.
This ordinance also authorizes the Director of Technology to modify this agreement to upgrade to a new web based system, to be hosted by NeoGov. This upgrade modification will provide technical support and training services to provision the new NeoGov Insight Enterprise system, to be implemented in the period July 1, 2012 to December 31, 2012. The modification will also provide a subscription to the hosted application for the period January 1, 2013 to December 31, 2013. The cost of the modification for the training and one year subscription service is $37,000.00. Also, a contingency amount of $15,000 is being requested to cover any potential unknown costs associated with data migration from Sigma to Insight, data integration between Insight and other City technology applications, and customizations to the Insight application, and $14,737.20 to provide payment for the Department of Technology personnel to assist with the implementation of the project. The total cost of this application migration project including the contingency and DoT personnel cost is $77,433.93.
The City was notified by NeoGov in 2010 that the current Sigma applicant and test management system would no longer be supported after the end of this year (2012). In preparation for retiring the legacy system, the Civil Service Commission published a request for information (SA003810). Responses were received on January 18, 2011 from six vendors: ExamBuilder, JobAps, Neogov, PeopleAdmin, TalentFlow, and 451° Solutions . After reviewing responses to the RFI, three were selected to provide system demos to the Commission's management group: JobAps, Neogov, and PeopleAdmin. Upon completion of the demos, cost proposals were requested from both Neogov and PeopleAdmin. Proposals were provided on February 2, 2012. The lowest and best offer was from NeoGov, and the final negotiated proposal was accepted on April 6, 2012. The proposal and modification provides annual options to renew the agreement to provide hosting services through December 31, 2017. If exercised by mutual agreement and approval of proper City authorities, the options will provide annual Insight Enterprise subscriptions at a cost of $28,000 per year.
The current Sigma system and the new Insight Enterprise system provide an applicant management database system, and a management database that provides for the posting and notification to candidates of current City vacancies and exams, allowing applicants to establish electronic candidate profiles and apply online for positions they are interested in, the administration and grading of exams (including statistical and other reporting), the certifying of eligibles to departments for employment consideration, and general written and email notification to applicants.
The procurement of the replacement applicant and test management system was pursued as part of an RFI process (SA003810). As such, this ordinance requests a waiver of competitive bidding requirements of Columbus City Code, in accordance with section 329.27.
This ordinance also authorize the appropriation and transfer of appropriation and cash ($66,737.20) from within the General Permanent Improvement Fund, and will amend the 2012 Capital Improvement Budget (CIB), passed April 16,2012, via ordinance # 0368-2012, to accommodate for the additional expenditure authorized by this ordinance.
EMERGENCY:
Emergency action is requested to expedite authorization of this contract in order to initiate services from the supplier at the prices proposed.
FISCAL IMPACT:
In 2010 and 2011, $21,335.00 and $28,524.73 was legislated respectively, for the renewal of license maintenance and support services. This ordinance (2012) will provide funding in the amount of $10,696.73 for maintenance and support (7/1/12 through 12/31/12) budgeted in the Department of Technology, internal service fund. Funds to cover the training, subscription hosted application fee for the period of 1/1/13 through 12/31/13, contingency and provision for DoT personnel time reimbursed will come from a transfer of appropriation and cash $66,737.20 from the General Permanent Improvement Fund unallocated balance.
CONTRACT COMPLIANCE:
Vendor: Governmentjobs.com CC #/FID #: 33 - 0888748 Expiration Date: 4/11/2014
Title
To authorize the Director of the Department of Technology and the Director of the Civil Service Commission, on behalf of the Civil Service Commission, to renew an existing contract for maintenance and support for six (6) months, to modify this contract to upgrade to a new web based system with an annual subscription fee, to amend the 2012 Capital Improvement Budget; to authorize the appropriation, transfer, and expenditure of $66,737.20 within the General Permanent Improvement Fund; to waive the competitive bidding provisions of the Columbus City Code; and to authorize the expenditure of $10,696.73 from the Department of Technology, internal service fund; and to declare an emergency. ($77,433.93)
Body
WHEREAS, the City was notified by NeoGov in 2010 that the current Sigma applicant and test management system would no longer be supported after the end of this year (2012); therefore, the Civil Service Commission published a request for information (SA003810), received six responses and selected three of the vendor to provide a system demo of their product/services; and
WHEREAS, upon completion of the demos, cost proposals were requested from both NeoGov and PeopleAdmin. with the lowest and best offer from NeoGov, and the final negotiated proposal accepted on April 6, 2012. The proposal and modification provides annual options to renew the agreement to provide hosting services through December 31, 2017. If exercised by mutual agreement and approval of proper City authorities, the options will provide annual Insight Enterprise subscriptions at a cost of $28,000 per year; and
WHEREAS, this ordinance authorizes the Director of Technology and the Director of the Civil Service Commission, on behalf of the Civil Service Commission, to renew an existing contract for maintenance and support for a six (6) month term period of 7/1/2012 through 12/31/2012, for $10,696.73, and to modify this agreement to upgrade to a new web based vendor hosted application system with an annual subscription fee for the period 1/1/13 through 12/31/13 including technical support and training services from Governmentjobs.com (also known as NeoGov and previously known as Sigma Data Systems, Inc.) at a cost of $37,000.00; and
WHEREAS, this ordinance will also authorize a contingency amount of $15,000 to cover any potential and/or unforseen costs and $14,737.20 in funds to provide payment for the Department of Technology personnel to assist with the implementation of the project; and
WHEREAS, this modification also requests to waive the competitive bidding provisions of the Columbus City Code, Section 329.27; and
WHEREAS, this ordinance also authorize the appropriation and transfer of appropriation and cash ($66,737.20) from within the General Permanent Improvement Fund, and will amend the 2012 Capital Improvement Budget (CIB), passed April 16,2012, via ordinance # 0368-2012, to accommodate for the additional expenditure authorized by this ordinance; and
WHEREAS, an emergency exists in the daily operation of the City in that it is immediately necessary for the Director of the Department of Technology and the Director of the Civil Service Commission to renew an existing contract for maintenance and support for six (6) months and, to modify this contract to upgrade to a new web based system, to provide technical support and training services, and also to provide for a subscription to the hosted application with Governmentjobs.com, to ensure uninterrupted services, for the preservation of the public health, property, peace, safety, and welfare; now, therefore:
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1: That this ordinance authorizes the Director of the Department of Technology and the Director of the Civil Service Commission, to renew an existing contract for maintenance and support for six (6) months (7/1/12 through 12/31/12) for $10,696.73; to modify this contract to upgrade to a new web based system, to provide technical support and training services, and also to provide for a subscription to the hosted application for the period of 1/1/13 through 12/31/13 from Governmentjobs.com, in the amount of $37,000.00. That a contingency amount of $15,000 is allowed to cover any potential costs associated with data migration from Sigma to Insight, data integration between Insight and other City technology applications, and customizations to the Insight application; and the amount of $14,737.20 is authorized to provide payment for DoT personnel to assist in implementing the system.
SECTION 2: That the 2012 Capital Improvement Budget is hereby amended as follows for this expenditure:
Department of Technology/Information Services Division/ Dept./Div.47-02
General Permanent Improvement Fund/Fund No: 748
Project Name |Project Number| Current Authority| Revised Authority| Change
Unallocated Balance | 748999-100000 | $659,042 | $1,063,064 | $404,022
Unallocated Balance | 748999-100000 | $1,063,064 | $746,326 | ($316,738)
NeoGov App & Test Mgmt Sys. | 470057-100000 | $ - 0 - | $ 66,738 | $66,738
SECTION 3: That the City Auditor is hereby authorized to appropriate $66,737.20 within the unallocated balance of the General Permanent Improvement Fund, 748, Dept. No 45-01, Project 748999-100000, OCA code 748999, Object Level One - 06
SECTION 4: That the City Auditor is hereby authorized and directed to transfer appropriation and funds of $66,737.20 within the General Permanent Improvement Fund, Fund number:748, as follows:
From:
Dept. No 45-01| Project 748999-100000| OCA code 748999| Object Level One - 06| Amount $66,737.20
To:
Dept. No 47-02| Project 470057-100000| OCA code 748057| Object Level One - 06|Obj. Level 3: 6655| Amount $66,737.20
SECTION 5: That the sum of $10,676.73 or so much thereof as may be necessary in regard to the action authorized in Section 1 is hereby authorized to be expended from:
Div: 47-01|Fund: 514 |Subfund: 010|OCA Code: 270147|Obj. Level One: 03|Obj. Level Three: 3369|Amount: $10,696.73 {maintenance and support for six (6) months (7/1/12 through 12/31/12)
SECTION 6: That the sum of $52,000.00 and $14,737.20 respectively or so much thereof as may be necessary in regard to the action authorized in Section 1 is hereby authorized to be expended from:
Div: 47-02|Fund: 748 |Subfund: 002|OCA Code: 748057|Project Name:Sigma/NeoGov App & Test Mgmt System| Project Number: 470057-100000|Obj. Level One: 06|Obj. Level Three: 6655|Amount: $37,000| GovernmentJobs{NeoGov subscription fee - $28,000 and training $9,000}
Div: 47-02|Fund: 748 |Subfund: 002|OCA Code: 748057|Project Name:Sigma/NeoGov App & Test Mgmt System| Project Number: 470057-100000|Obj. Level One: 06|Obj. Level Three: 6655|Amount: $15,000 {Contingency - $15,000}
Div: 47-02|Fund: 748 |Subfund: 002|OCA Code: 748057|Project Name:Sigma/NeoGov App & Test Mgmt System| Project Number: 470057-100000 |Obj. Level One: 06|Obj. Level Three: 6600|Amount: $14,737.20| DoT { personnel - $14,737.20}
SECTION 7: That the competitive bidding provisions of Chapter 329 of the Columbus City Code, 1959 are hereby waived.
SECTION 8: 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 9: 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.