Explanation
BACKGROUND:
This ordinance authorizes the Director of the Department of Technology to enter into three (3) separate agreements with the following vendors to provide professional services in support of the Columbus Human Resources Information System (CHRIS) project totaling $494,518.00. In addition, this ordinance will authorize a total of $200,000.00 in contingency funds towards the project, in the event of unforeseen expenditures that would occur in meeting deliverables. These services from the applicable vendors are needed to augment City staff working on the project, and in cooperation with Infor (US), Inc., (formerly Lawson Software Inc.). Load testing services are needed to ensure that the CHRIS system can accommodate the expected number of users and transactions without degradation in application performance. The term of these agreements will be for one (1) year from the date of a purchase order certified by the City Auditor's Office.
1) Ciber, Inc. - $410,000.00 - (RFSQ SA004543) - for professional services to provide the City with sufficient resources to complete Phase 1 of the CHRIS project by the scheduled go live date in 2013; * SEE ATTACHMENT SA004543 & SA004660. .
2) Everest Technologies $34,518.00 - (RFP SA004660) - for CHRIS load and performance testing; * SEE ATTACHMENT SA004543 & SA004660.
3) Navigator Management Partners, LLC - $50,000.00 (RFSQ - bid waiver) professional services for independent verification and validation (IVnV); * SEE ATTACHMENT Exhibit A SOW CHRIS IVnV Navigator
This ordinance also authorizes the transfer of appropriation and cash between projects within the Information Services Bond Fund 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.
This ordinance also requests a waiver of the competitive bidding requirements of the Columbus City Code, in accordance with section 329.27 for the vendor Navigator Management Partners, LLC's agreement.
EMERGENCY:
Emergency designation is requested to avoid interruption of service, and to enable the City to move forward with the aforementioned professional services agreements from the named vendors.
FISCAL IMPACT:
For the purchase of professional services from Ciber, Inc., Everest Technologies, Inc., and Navigator Management Partners, LLC., funds totaling $494,518.00 and $200,000.00 for project contingency funds is being requested and legislated. The total cost of this ordinance is $694,518.00 and will utilize funds as identified: Fund#: 514, $434,868.39 Human Resources Information System Project, (470049-100000), Fund 783, $63,002.05 Human Resources Information System Project, (783101-100001), with the remaining balance coming from within the Department of Technology, Information Services Division, Capital Improvement Bond Fund (514) by transferring appropriation and cash of ($50,591.98) from the 47-02 Connectivity Project (470046-100000), and ($146,055.58) from the Whittier Peninsula Project (510041-100000) to the 47-02 Human Resources Information System Project (470049-100000) to cover this cost and contingency. These funds are budgeted and available within the Department of Technology, Information Services Division, Capital Improvement Fund.
CONTRACT COMPLIANCE:
Vendor Name(s): Everest Technologies Inc., F.I.D.#/C.C.#: 31 - 1523565, Expiration Date: 5/24/2013;
Vendor Name(s): Ciber Inc., F.I.D.#/C.C.#: 38 - 2046833, Expiration Date: 11/9/2014
Vendor Name(s): Navigator Management Partners, LLC; F.I.D.#/C.C.#: 31 - 1795902, Expiration Date: 10/9/2014
Title
To authorize the Director of the Department of Technology to enter into three (3) separate agreements with the following vendors: Ciber, Inc., Everest Technologies, Inc., and Navigator Management Partners, LLC., for the provision of professional services in support of the Columbus Human Resources Information System (CHRIS) project totaling $494,518.00 and $200,000.00 in contingency funds for the project; to authorize the transfer of appropriation and cash between projects in the Information Services Bond Fund; to amend the 2012 Capital Improvement Budget; to waive the competitive bidding provisions of the Columbus City Code; and to authorize the expenditure of $694,518.00 from the Department of Technology, Information Services Division, Capital Improvement Fund; and to declare an emergency. ($694,518.00)
Body
WHEREAS, the Department of Technology has a need to enter into three (3) separate agreements for professional services with the following vendors: Ciber, Inc. (professional services to provide the City with sufficient resources to complete Phase I of the CHRIS project), Everest Technologies, Inc. (professional services for CHRIS load and performance testing), and Navigator Management Partners, LLC. (professional services for independent verification and validation (IVnV)) associated with the Columbus Human Resource Information System (CHRIS), in the amount of $494,518.00; and
WHEREAS, these services from the applicable vendors are needed to augment City staff working on the project, and in cooperation with Infor (US), Inc., (formerly Lawson Software Inc.). The term of these agreements will be for one (1) year from the date of a purchase order certified by the City Auditor's Office; and
WHEREAS, this ordinance will also authorize a total of $200,000.00 in contingency funds towards the project, in the event of unforeseen expenditures that would occur in meeting deliverables for the project; and
WHEREAS, this ordinance also authorizes the transfer of appropriation and cash between projects within the Information Services Bond Fund, 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, this ordinance requests approval to waive the competitive bidding provisions in the Columbus City Code, Section 329.27, for the vendor Navigator Management Partners, LLC's agreement; 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 enter into three (3) separate agreements for professional services associated with the Columbus Human Resource Information System (CHRIS) with Ciber, Inc., Everest Technologies, Inc., and Navigator Management Partners, LLC. and to allow contingency funds towards the project thereby avoiding interruption in the performance of services necessary 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 enter into three (3) separate agreements for professional services associated with the Columbus Human Resource Information System (CHRIS) with Ciber, Inc. ($410,000.00), Everest Technologies, Inc. ($34,518.00), and Navigator Management Partners, LLC. ($50,000.00), totaling $494,518.00 and $200,000.00 in contingency funds toward the project, for a total amount of $694,518.00. The term of these agreements will be for one (1) year from the date of a purchase order certified by the City Auditor's Office.
SECTION 2: That the 2012 Capital Improvement Budget is hereby amended as follows for this expenditure:
Department of Technology, Information Services Dept./Div. 47-02
Information Services Bond Fund #514
Project Name/Number/Subfund Current CIB Amount Revised Amount Amount Change
47-02 Connectivity Project:
470046-100000 / 002 (Carryover) 1,341,629 1,291,037 (50,592)
47-02 Human Resources Information
470049-100000 / 002 (Carryover) 434,869 485,461 50,592
Whittier Peninsula:
510041-100000 / 003 (Carryover) 146,056 0 (146,056)
47-02 Human Resources Information:
470049-100000 / 003 (Carryover) 0 146,056 146,056
SECTION 3: That the City Auditor is hereby authorized and directed to transfer funds and appropriation within the Information Services Bond Fund as follows:
FROM:
Dept./Div. 47-02| Fund: 514| Subfund: 002| Project Number: 470046-100000(Carryover)| Project Name: 47-02 Connectivity Project| OCA Code: 470046|Obj. Level 1: 06|Obj. Level 3: 6655| Amount: $50,591.98
Dept./Div. 47-02| Fund: 514| Subfund: 003| Project Number: 510041-100000(Carryover)| Project Name: Whittier Peninsula| OCA Code: 471111|Obj. Level 1: 06|Obj. Level 3: 6655| Amount: $146,055.58
TO:
Dept./Div. 47-02| Fund 514| Subfund: 002| Project Number: 470049-100000(Carryover)| Project Name: 47-02 Human Resources Information System| OCA Code: 514049| Obj. Level 1: 06|Obj. Level 3: 6655| Amount: $50,591.98
Dept./Div. 47-02| Fund 514| Subfund: 003| Project Number: 470049-100000(Carryover)| Project Name: 47-02 Human Resources Information System| OCA Code: 514149| Obj. Level 1: 06|Obj. Level 3: 6655| Amount: $146,055.58
SECTION 4: That the expenditure of $694,518.00 or so much thereof as may be necessary is hereby authorized to be expended from:
Vendor: Ciber, Inc. ($410,000.00):
Dept./Div. 47-02| Fund 514| Subfund: 002| Project Number: 470049-100000 (Carryover)| Project Name: 47-02 Human Resources Information System| OCA Code: 514049| Obj. Level 1: 06|Obj. Level 3: 6655| Amount: $200,942.37
Dept./Div. 47-02| Fund 514| Subfund: 003| Project Number: 470049-100000(Carryover)| Project Name: 47-02 Human Resources Information System| OCA Code: 514149| Obj. Level 1: 06|Obj. Level 3: 6655| Amount: $146,055.58|
Dept./Div. 47-02| Fund: 783| Project Number: 783001-100001(Carryover)| Project Name: 47-02 Human Resources Information System| OCA Code: 783101|Obj. Level 1: 06|Obj. Level 3: 6655| Amount: $63,002.05
Vendor(s): Everest Technologies, Inc. ($34,518.00); Navigator Management Partners, LLC ($50,000.00):
Dept./Div. 47-02| Fund 514| Subfund: 002| Project Number: 470049-100000 (Carryover)| Project Name: 47-02 Human Resources Information System| OCA Code: 514049| Obj. Level 1: 06|Obj. Level 3: 6655| Amount: $84,518.00
Contingency Funds:
Dept./Div. 47-02| Fund 514| Subfund: 002| Project Number: 470049-100000 (Carryover)| Project Name: 47-02 Human Resources Information System| OCA Code: 514049| Obj. Level 1: 06|Obj. Level 3: 6655| Amount: $200,000.00
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 this ordinance requests to waive the competitive bidding provisions of the Columbus City Code, Section 329.27.
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.