Explanation
BACKGROUND
This legislation authorizes the Director of the Department of Technology to modify an existing contract with Lawson Software for annual software maintenance and support services, associated with the Columbus Human Resources Information System (CHRIS) . The original contract was authorized by ordinance 1799-2007, passed November 26, 2007 and provided language that allows for renewals for up to five years, and contract modifications as mutually agreed by all parties having jurisdiction thereof and approval of a City of Columbus, certified purchase order. In 2010 the contract was renewed for year three (3) of five (5) by ordinance 0187-2010, passed April 12, 2010.
This contract modification will incorporate annual maintenance and support for the Lawson Process Flow Integrator (PFI) software at a cost of $1,986.85, for term period 11/17/2010 through 5/31/2011. The PFI software licenses were purchased by authority of ordinance 1473-2010, passed November 1, 2010.
As part of the original software purchase associated with EL007511, the city purchased Lawson Process Flow Professional as part of the Lawson Business Intelligence Suite. It was later discovered that this software product does not enable the city to automate some key business processes, including the electronic approval of payroll authorities and the electronic approval of personnel actions. The new generation Process Flow Integrator has more capabilities and the needed functionality. Neither the licenses (previously purchased) nor the annual support were foreseeable, because the match between Lawson products and business requirements were not fully known in 2007 when the original contract was established.
The city would be unable to obtain software maintenance and support from Lawson partners, as Lawson Software does not utilize re sellers to provide Process Flow Integrator to Public Sector; and the city has an existing five (5) year contract with Lawson Software, including professional services to implement its software products supporting the CHRIS system. The city negotiated a discounted licensing cost, which is also reflected in the software maintenance cost.
Emergency: Emergency legislation is requested to facilitate prompt contract execution and payment for maintenance support services.
Fiscal Impact: In 2009 and 2010, $163,112.24 and $130,691.00 was legislated respectively for maintenance and support services with Lawson Software. Funding for this year's (2011) contract modification, in the amount of $1,986.85 is available within the Department of Technology Information Services Division, internal services fund; which brings the contract aggregate total including this request for maintenance and support to 375,791.02.
Contract Compliance:
Lawson Software - 41-1251159 - Expiration 09/02/2011
Title
To authorize the Director of the Department of Technology to modify an existing contract with Lawson Software for annual maintenance and support services associated with the Central Payroll and Human Resources Information Management System (CHRIS); and to authorize the expenditure of $1,986.85 from the Department of Technology, Information Services Division, internal services fund; and to declare an emergency ($1,986.85).
Body
WHEREAS, the original contract (EL007511), established by ordinance 1799-2007, passed by Council November 26, 2007, with Lawson Software, allows for software application annual maintenance and support services, associated with the Central Payroll and Human Resources Information Management System, allowed contract modifications as mutually agreed by all parties having jurisdiction thereof and approval of a City of Columbus, certified purchase order, and
WHEREAS, the coverage period associated with this contract modification is November 17, 2010 through May 31, 2011 for the Lawson Process Flow Integrator (PFI); in the amount of $1,986.85, and
WHEREAS, an emergency exists in the usual daily operation of the city in that it is immediately necessary to modify an annual contract with Lawson Software to continue the maintenance and support services associated with the Central Payroll and Human Resources Information Management System, 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 the Director of the Department of Technology is hereby authorized to modify an annual maintenance and support services contract with Lawson Software, with a term period of November 17, 2010 through May 31, 2011 at a cost of $1,986.85.
SECTION 2: That the expenditure of $1,986.85 or so much thereof as may be necessary is hereby authorized to be expended as follows:
Dept. /Div.: 47-02| Fund: 514| Sub-fund: 001|OCA Code: 470202| Obj. Level 1: 03| Obj. Level 3: 3369| Amount: $1,986.85
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 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 or vetoes the same.