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File #: 1467-2014    Version: 1
Type: Ordinance Status: Passed
File created: 6/13/2014 In control: Technology Committee
On agenda: 7/14/2014 Final action: 7/17/2014
Title: To amend the 2014 Capital Improvement Budget; to authorize the transfer of appropriations and cash between projects in the Department of Technology, Information Services Division, Capital Improvement Bond Fund; to authorize the Director of the Department of Technology to enter into a contract agreement with Xerox Consultant Company, Inc., for the provisioning of a hosted Columbus Human Resources Information System (CHRIS); to waive the competitive bidding provisions of the Columbus City Code; to authorize the expenditure of $152,547.16 from the Auditor's Capital Improvement Bond Fund, and $1,637,056.84 from the Department of Technology, Information Services Division, Capital Improvement Bond Fund; and to declare an emergency. ($1,789,604.00)
Attachments: 1. Proposal CHRIS Provision and Hosting 2014, 2. Bid Waiver Form Ord. No. 1467-2014 CHRIS
.Explanation

BACKGROUND:
This ordinance authorizes the Director of the Department of Technology to enter into an agreement with Xerox Consultant Company, Inc. for the provisioning of a hosted Columbus Human Resources Information System (CHRIS). This agreement will provide for an assessment of the City’s existing CHRIS solution, utilizing Infor (fka Lawson) software applications. Based on that assessment, the agreement will also provide for the implementation of a hosted CHRIS system within the Xerox data center, instead of utilizing the City’s data center. The term of this provisioning agreement will be from the date of a purchase order certified by the City Auditor to December 31, 2015. The total cost of this service is $1,460,000.00.

This ordinance will also authorize the Director of the Department of Technology to enter into a hosting and managed services agreement with Xerox Consultant Company, Inc. This agreement will provide for ongoing support and hosting of the CHRIS in the Xerox data center. The agreement will be for one year from the “go-live” date of the system; and includes four (4) options to renew for additional one year terms. The total cost for the first year of the service is $329,604.00. The total cost of all services within this ordinance is $1,789,604.00.

The CHRIS Project Executive Steering Committee chose Xerox over two other vendors (Ciber, Inc. and Velocity Technology Solutions) based on their review of proposals submitted in an informal bid process. The Committee’s rationale for choosing Xerox: While all three vendor proposals identified an ability to provide the required services, Xerox included a complete review and analysis of the customizations and core setup, management of the document imaging contract on the City’s behalf and an implementation timeline that accommodated the year-end schedule of our payroll team. For this reason, the Committee felt that Xerox could provide all of the required services in a manner that to...

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