Explanation
BACKGROUND:
This ordinance authorizes the Director of the Department of Technology and the Director of the Department of Human Resources to modify an existing contract to increase funding and extend the term period for an additional twelve (12) months, May 1, 2011 through April 30, 2012 for software license maintenance and support services with Manan LLC (dba Gyrus Systems) for Gyrus' Training Wizard software, in the amount of $25,733.00.
Previous ordinance No. 1218-2010 in the amount of $12,866.52 was passed by Columbus City Council October 4, 2010, to extend the contract agreement with Manan LLC (dba Gyrus Systems) for a six (6) month term period (October 31, 2010 through April 30, 2011) on behalf of the Human Resources Department. However, it has been determined that the Gyrus system, which will eventually be replaced by CourseMill and Intellivue application, needs to remain in production until the Columbus Human Resources Information System application (CHRIS) goes into production.
The Gyrus software license provides for the scheduling, tracking, data collection and reporting of training classes offered by citywide training and development office and other city departments. The license provides for unlimited administrative license users and assists in managing a learning environment, facilitating training events and records, learning management and skills development, software support, web access for upgrades, updates and real-time downloads from other Gyrus technology applications. In addition, it will provide the resources to ensure proper documentation of all class attendance, as proof of compliance with various state and federal laws, which require training as a proactive measure for compliance.
At the time of the last contract modification, the CHRIS system was expected to be in production. The CHRIS implementation project has been delayed, which is why the need for support could not previously be foreseen. The Training Wizard software support can only be obtained from Manan LLC. Furthermore, the application will be replaced when the CHRIS system is implemented, so it would not be cost effective to bid for an alternate item. The vendor provided a price quote ($25,733.00) reflecting standard public sector pricing for the needed support.
This ordinance also requests approval to continue services provided by Manan LLC (dba Gyrus Systems), in accordance with sole source provisions of Section 329 of the Columbus City Code; as it has been determined that Manan LLC is the sole supplier for the software license, maintenance and support
FISCAL IMPACT:
During fiscal year 2009 and 2010 the Department of Technology expended $34,415.00 and $25,733.00 respectively for software maintenance and support services with Manan LLC (dba Gyrus Systems). The funding for this year's modification and extension in the amount of $25,733.00, is available within the Department of Technology Internal Services Fund. Including this expenditure, the contract aggregate total will be $227,520.54.
CONTRACT COMPLIANCE:
Vendor Name: Manan LLC (dba Gyrus Systems) CC#: 26-4522132 Expires: 04/27/2012
Title
To authorize the Director of the Department of Technology and the Director of the Department of Human Resources to modify an existing contract to increase funding and extend the term period for an additional twelve months for software license maintenance and support services with Manan LLC (dba Gyrus Systems) on behalf of the Human Resources Department; in accordance with the sole source provisions of the Columbus City Code; and to authorize the expenditure of $25,733.00 from the Department of Technology Internal Services Fund. ($25,733.00)
Body
WHEREAS, this ordinance authorizes the Director of the Department of Technology and the Director of the Department of Human Resources to modify an existing contract to increase funding and extend the term period of an annual software license and support contract with Manan LLC (dba Gyrus Systems), for an additional twelve (12) months on behalf of the Human Resources Department, in the amount of $25,733.00, and
WHEREAS, previous Ordinance No. 1218-2010, passed by Columbus City Council October 4, 2010 to extend an existing annual contract for software license and maintenance support services with Manan LLC (dba Gyrus Systems) for six (6) months (October 31, 2010 through April 30, 2011), on behalf of the Human Resources Department for the Training Wizard Software, and
WHEREAS, it is necessary for the Department of Technology to modify the existing software license maintenance and support contract to increase funding and extend the term period for an additional twelve (12) month, May 1, 2011 through April 30, 2012), and
WHEREAS, this ordinance also requests approval to continue services provided by Manan LLC (dba Gyrus Systems), in accordance with sole source provisions of Section 329 of the Columbus City Code; as it has been determined that Gyrus is the supplier for the software license maintenance and support services, and
WHEREAS, it is necessary to modify and extend an existing software license maintenance and support services contract with Manan LLC (dba Gyrus Systems) for Gyrus' Training Wizard Software, with all other terms and conditions remaining the same to support the daily operational activities for the public health, peace, 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 and the Director of the Department of Human Resources be and is hereby authorized to modify an existing contract to increase funding and extend the term period of an annual software license maintenance and support contract for an additional twelve (12) month period (May, 1 2011 through April 30, 2012), on behalf of the Human Resources Department, with all other terms and conditions remaining the same for the Gyrus Training Wizard software from Manan LLC (dba Gyrus Systems) in the amount of $25,733.00.
SECTION 2: That the expenditure of $25,733.00 or so much thereof as may be necessary is hereby authorized to be expended from:
Division: 47-01|Fund: 514| Sub fund 010| OCA Code: 460047| Object Level One: 03| Object Level Three: 3369|Amount: $25,733.00
SECTION 3: 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 4: That this agreement is being established in accordance with the sole source provisions of the Columbus City Code, section 329.07
SECTION 5: That this ordinance shall take effect and be in force from and after the earliest period allowed by law.