Explanation
Background: This legislation authorizes the Director of the Department of Technology to modify, increase and extend a contract, associated with purchase order EL007511, previously authorized through ordinance #1799-2007, passed by Columbus City Council on November 26, 2007, with Lawson Software for the installation and related services associated with the Central Payroll and Human Resources Information Management System. This system is replacing an aged, out-dated system that is reaching the limit capacity associated with maintaining data, processing information and programs.
The Capital Improvement Plan (CIP) for the City of Columbus contains a provision for the upgrade of the City of Columbus' HRIS systems and an integrated Payroll and HR system. The integrated Payroll and HR system initiative was named the Columbus Human Resources Information System (CHRIS), and an Executive Committee was formed consisting of stakeholders from the Auditor's Office, Civil Service Commission Office, Department of Finance and Management, Department of Human Resources, Department of Technology as well as the Mayor's Office.
Passage of this ordinance will allow the Department of Technology to continue receiving services and other necessary deliverables, to provide additional hours needed to support the project and extend the go-live phase associated with the CHRIS Project, as agreed by the City and Lawson Software, in accordance with the original terms and conditions of the original contract (EL007511 original amount of $2,189,912.60), with a coverage period of December 1, 2008 through November 30, 2009, in the amount of $99,465.00. These funds have been identified and are available within the Information Services Bond fund (project title: Human Resources Information). Also, this cost for the modification was determined based upon a rate reduction from the original contract rate for services.
Fiscal Impact: During fiscal year 2007, purchase order EL007511 was established in the amount of $2,189,912.60 with Lawson Software, for the implementation and other related services, for the CHRIS project. In fiscal year 2008, the amount of $80,000.00 was added to purchase order EL007511 for maintenance, with a coverage period of May 31, 2008 through January 31, 2009. Earlier this year, 2009, the amount of $38,643.75 was established on purchase order EL009076 for maintenance, with a coverage period of February 1, 2009 through May 31, 2009, bringing the total contract amount with Lawson Software to $2,308,556.35. Approval of this ordinance will allow for funding in the amount of $99,465.00 and the total modified contract cost to $2,408,021.35. These funds are budgeted and available within the Human Resources Information project within the Information Services Bond Fund, and will allow for the continuance of services and deliverables provided by Lawson Software.
Emergency: Emergency action is requested to meet time lines associated with deliverables, to avoid interruption in the performance of services necessary in the usual daily operation, and to facilitate contract execution and related payment for services.
Contract Compliance:
Lawson Software #41-1251159 Expiration Date: 09/06/2009 (PHC)
Title
To authorize the Director of the Department of Technology to modify, increase and extend a contract with Lawson Software to continue services and deliverables for the Central Payroll and Human Resources Information Management System; to authorize the expenditure of $99,465.00 from the Information Services Bond Fund; and to declare an emergency ($99,465.00)
Body
WHEREAS, ordinance #1799-2007 passed by Columbus City Council on November 26, 2007, authorized purchase order EL007511, with Lawson Software, for the installation and related services associated with the Central Payroll and Human Resources Information Management System (CHRIS project), and
WHEREAS, the Capital Improvement Plan (CIP) for the City of Columbus contains a provision for the upgrade of the City of Columbus' HRIS systems and an integrated Payroll and HR system, and
WHEREAS, passage of this ordinance will allow the Department of Technology to continue receiving services and other necessary deliverables, to provide additional hours needed to support the project and extend the go-live phase associated with the CHRIS Project as agreed by the City and Lawson Software, in accordance with the original terms and conditions of the original contract (EL007511), with a coverage period of December 1, 2008 through November 30, 2009, in the amount of $99,465.00, with the funds being identified within the Information Services Bond fund, and
WHEREAS, an emergency exists in the usual daily operation of the City of Columbus in that it is immediately necessary for the Director of the Department of Technology be and is hereby authorized to modify, increase and extend a contract with Lawson Software, to continue with services and deliverables related to the Central Payroll and Human Resources Information Management System; and to ensure that this project is not delayed and that there are no interruptions in services, thereby preserving the public health, peace, property, safety, and welfare; now, therefore
BE IT ORDAINED BY THE CITY COUNCIL OF COLUMBUS:
SECTION 1: That the Director of the Department of Technology be and is hereby authorized to modify, increase and extend a contract to allow for the continuation services and deliverables with Lawson Software, to provide additional hours needed to support the project and extend the go-live phase, as agreed by the City and Lawson Software, in completing the CHRIS project without interruption, and extend the contract coverage period from December 1, 2008 through November 30, 2009.
SECTION 2: That paying for the cost of this project, the expenditure, in an amount not to exceed $99,465.00 or as much thereof as may be necessary is hereby authorized to be expended 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: $99,465.00 - Lawson Software.
SECTION 3: 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 4: 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.