.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 took into consideration the large number of customizations and addressed the City's resource constraints. Given the informal bid process, this ordinance requests a waiver of competitive bidding requirements of Columbus City Code, in accordance with section 329.27.
This ordinance also authorizes the transfer of appropriation and cash from other projects within the Information Services Bonds Fund, and will amend the 2014 Capital Improvement Budget (CIB), passed by Columbus City Council March 31, 2014 via ordinance #0683-2014, to accommodate for the additional expenditure authorized by this ordinance.
EMERGENCY DESIGNATION:
Emergency action is requested to expedite authorization of these contracts and initiate services from the supplier at the price offered; to continue with services that are necessary to support daily operations.
FISCAL IMPACT:
Approval of this ordinance will allow for funding in the amount of $1,789,604.00. The funding needed for this expenditure/ordinance will come from transferring funds from within the Department of Technology, Information Services Division Bond Fund, from the Capital Project # 470046-100000 (47-02 Connectivity Project-Subfund 04: $533,244.88 to the Human Resource Information System Project), and expending $1,256,359.12 from Capital Project: # 470049-100000 (47-02 Human Resources Information System (Subfund 02 Carryover -$503,811.96/and from the 2014 Bond Sale Fund - $600,000.00), and from the Auditor's Capital Improvement Bond Fund, Capital Project # 783001-100001 (47-02 Human Resources Information System (Carryover - $152,547.16) for a total amount of $1,789,604.00. This ordinance is contingent on the 2014 City of Columbus Bond Sale.
CONTRACT COMPLIANCE NUMBER:
Vendor Name: Xerox Consultant Company, Inc. CC#: 38-2550455 Expiration Date: 06/13/2016
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)
Body
WHEREAS, this ordinance will also authorize 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), in the amount of $1,460,000.00. This agreement will provide for an assessment of the City's existing CHRIS solution, utilizing Infor (fka Lawson) software applications; and based on that assessment, the agreement will also provide for the implementation of a hosted CHRIS system within the Xerox data center. The coverage term period of this provisioning contract agreement will be from the date of a purchase order certified by the City Auditor to December 31, 2015; and
WHEREAS, this ordinance will also authorize the Director of the Department of Technology to enter into a hosting and managed services contract agreement with Xerox Consultant Company, Inc. This agreement will provide for ongoing support and hosting of the CHRIS in the Xerox data center, in the amount of $329,604.00, with a coverage term period one (1) year from the "go-live" date of the system; and
WHEREAS, the total amount of funding being requested via this ordinance is $1,789,604.00, with the funding being expended from the Department of Technology, Information Services Division, Capital Improvement Bond Fund and the Auditor's Capital Improvement Bond Fund; and
WHEREAS, this ordinance requests approval to enter into a contract agreement for provisioning, hosting and managed services provided by Xerox Consultant Company Inc., and to waive the competitive bidding provisions of Columbus City Code, Chapter 329; and
WHEREAS, this ordinance authorizes the transfer of appropriation and cash from other projects within the Department of Technology Information Services Bonds Fund and will amend the 2014 Capital Improvement Budget (CIB), passed by Columbus City Council March 31, 2014, ordinance no. # 0683-2014, to accommodate for the additional expenditure authorized by this ordinance; 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 a contract agreement(s) with Xerox Consultant Company, Inc., for the provisioning of a hosted Columbus Human Resources Information System (CHRIS) , 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 enter into a contract agreement with Xerox Consultant Company, Inc., for the provisioning of a hosted Columbus Human Resources Information System (CHRIS), in the amount of $1,460,000.00. The coverage term period of this provisioning contract agreement will be from the date of a purchase order certified by the City Auditor to December 31, 2015. This ordinance will also authorize the Director of the Department of Technology to enter into a hosting and managed services contract agreement with Xerox Consultant Company, Inc. This agreement will provide for ongoing support and hosting of the CHRIS in the Xerox data center, in the amount of $329,604.00, with a coverage term period one (1) year from the "go-live" date of the system. The total amount of funding requested via this ordinance/legislation is $1,789,604.00.
SECTION 2: That the 2014 Capital Improvement Budget is hereby amended as follows to account for appropriations and transfer of funds between projects:
Department of Technology, Information Services Dept./Div. 47-02
Information Services Bonds Fund (carryover) #514:
Project Name/Number/Subfund Current CIB Amount Revised Amount Amount Change
47-02 Human Resources Information System:
470049-100000 /carryover /002 $ -0- $503,812 $503,812
47-02 Connectivity Project:
470046-100000 /carryover /004 $927,873 $394,628 ($533,245)
47-02 Human Resources Information System:
470049-100000 /carryover /004 $ -0- $533,245 $533,245
Auditor's Bond Fund: (Carryover) #783
47-02 Human Resources Information System:
783001-100001 /carryover /002 $ -0- $152,548 $152,548
SECTION 3: That the City Auditor is hereby authorized and directed to transfer funds and appropriations within the Information Services Bond Fund as follows:
Transfer from:
Dept./Div.: 47-02| Fund: 514| Subfund: 004| Project Name: 47-02 Connectivity Project| Project Number: 470046-100000 (Carryover) | OCA Code: 514446| Obj. Level 1: 06 | Obj. Level 3: 6655| Amount: $533,244.88 (ISD)
Transfer To:
Dept./Div.: 47-02| Fund: 514| Subfund: 004| Project Name: 47-02 Human Resources Information System| Project Number: 470049-100000 (Carryover) | OCA Code: 514449| Obj. Level 1: 06 | Obj. Level 3: 6655| Amount: $533,244.88 (ISD)
SECTION 4: That the expenditure of $1,789,604.00 or so much thereof as may be necessary is hereby authorized to be expended from:
Dept./Div.: 47-02| Fund: 783| Project Name: 47-02 Human Resources Information System| Project Number: 783001-100001(Carryover) | OCA Code: 783101| Obj. Level 1: 06 | Obj. Level 3: 6655| Amount: $152,547.16 (Auditor's Bond Fund)
Dept./Div.: 47-02| Fund: 514| Subfund: 002| Project Name: 47-02 Human Resources Information System| Project Number: 470049-100000 (Carryover) | OCA Code: 514049| Obj. Level 1: 06 | Obj. Level 3: 6655| Amount: $503,811.96 (ISD)
Dept./Div.: 47-02| Fund: 514| Subfund: 002| Project Name: 47-02 Human Resources Information System| Project Number: 470049-100001 | OCA Code: 514491| Obj. Level 1: 06 | Obj. Level 3: 6655| Amount: $600,000.00 (ISD 2014 Bond Sale Fund)
Dept./Div.: 47-02| Fund: 514| Subfund: 004| Project Name: 47-02 Human Resources Information System| Project Number: 470049-100000 (Carryover) | OCA Code: 514449| Obj. Level 1: 06 | Obj. Level 3: 6655| Amount: $533,244.88 (ISD)
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 authorizes a contract with Xerox Consultant Company Inc. and the Department of Technology, on behalf of the City of Columbus, and to waive the competitive bidding provisions of Columbus City Code, Chapter 329.
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.