Explanation
BACKGROUND: This legislation authorizes the Human Resources Director to modify a contract with Halogen Software, Inc. to provide continuous performance management software services, training, and support to City of Columbus employees.
The original contract was authorized via Ordinance No. 2327-2014, AC037076; EL016433, passed by City Council on November 12, 2014. A modification of the contract is necessary to pay an additional $2,686.69 in fees that were not anticipated. The additional cost is due to unforeseen expenses related to maintenance service for licenses for city employees due to implementation delays. The system is expected to go live in December, 2015.
The original contract authorized $40,000.00 to be spent to implement this software system. Funds were made available in the City Attorney Bond Fund, fund 757. The invoice, the negotiated amount per the original contract for 650 licenses, is in the amount of $17,531.45 and is now due; $14,844.76 remains available on the original auditor certificate, thus, requiring an additional $2,686.69.
1.1 Amount of additional funds to be expended: $2,686.69
Original Software and support agreement (EL016433) $40,000.00
Modification #1 total: $2,686.69
Total contract amount: $42,686.69
1.2 Reason additional goods/services could not be foreseen:
The additional cost is due to unforeseen expenses related to maintenance service for licenses for city employees due to implementation delays.
1.3 Reason other procurement processes are not used:
It is not in the City’s best interests to procure additional service through alternate procurement methods; doing so with another vendor would involve significant additional and unnecessary transition costs.
Emergency action is requested to ensure that bills are paid in a timely manner and the performance management system implementation process proceeds without further delay.
Fiscal Impact: The cost of this modification is $2,686.69. The existing contract is for $40,000.00, of which $14,844.76 remains available. Sufficient funds exist in the Human Resource direct charge technology budget for this expenditure.
CONTRACT COMPLIANCE:
Halogen Software, Inc. CC#: 980215843 Expiration: 10/22/2016
Title
To authorize the Director of the Department of Human Resources to modify a contract with Halogen Software, Inc. to provide continuous performance management software services, training, and support to City of Columbus employees; to authorize the expenditure of $2,686.69 from the Department of Technology, Internal Services Fund and to declare an emergency. ($2,686.69)
Body
WHEREAS, Ordinance No. 2327-2014, passed by City Council on November 12, 2014, authorized the original contract with Halogen Software, Inc. for a new software system to provide continuous performance management software services, training, and support to City of Columbus employees; and
WHEREAS, it is necessary to modify said contract due to $2,686.69 in unforeseen additional expenses for maintenance service on employee licenses due to implementation delays; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Human Resources, in that it is immediately necessary to authorize the Director to modify a contract with Halogen Software, Inc. to ensure bills are paid in a timely manner and implementation is not further delayed, thereby protecting the public health, property, peace, safety, and welfare; now, therefore:
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Human Resources Director is hereby authorized and directed to modify a contract with Halogen Software, Inc. to provide an updated performance management system for the benefit of City of Columbus employees.
SECTION 2. That the expenditure of $2,686.69, or so much thereof as may be necessary in regard to the action authorized in SECTION 1, be and is hereby authorized and approved as follows:
Department: 47
Division: 47-01
Fund: 514
Subfund: 10
OCA Code: 460047
Object Level 1: 03
Object Level 3: 3369
Amount: $2,686.69
SECTION 3. 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 4. 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 5. 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.