Explanation
BACKGROUND:
This ordinance authorizes the Director of the Department of Technology (DoT) to modify a contract for the provisioning and hosting of a Columbus Human Resources Information System (CHRIS) with Xerox Consultants Company, Inc. to extend the coverage term period through December 31, 2016. The original agreement (EL016124 and EL016125) was authorized by ordinance 1467-2014, passed July 14, 2014.
This ordinance will also authorize an extension to purchase orders EL016124 and EL016125. This extension is through December 31, 2016 and will enable the expenditure of any unspent balances ($329,604.00/EL016124 and $1,335,000.00/EL016125 as of November 3, 2015) on the purchase orders, in order to complete the services specified in the contract modification.
1. Amount of additional funds to be expended: $0.00
Original contract - 1st year amount: $1,789,604.00
Modification #1: (no additional funds): $0.00
Total: (year 1 and modification #1): $1,789,604.00
2. Reason additional goods/services could not be foreseen:
This modification is needed to extend the coverage term period and associated purchase orders. The need to extend was not anticipated at the time of the original agreement.
3. Reason other procurement processes are not used:
It is in the City’s best interests to utilize the existing agreement with Xerox Consultants Company, Inc., instead of utilizing alternative procurement methods.
4. How cost of modification was determined:
No additional funding is necessary.
FISCAL IMPACT:
No additional funding is necessary.
EMERGENCY:
Emergency action is requested to expedite authorization of this contract agreement in order to continue services from the supplier.
CONTRACT COMPLIANCE:
Vendor Name: Xerox Consultants Company, Inc. C.C.#: 38-2550455 Expiration Date: 06/13/2016
Title
To authorize the Director of the Department of Technology (DoT) to modify a contract for the provisioning and hosting of a Columbus Human Resources Information System (CHRIS) with Xerox Consultants Company, Inc. to extend the coverage term period through December 31, 2016 and to authorize an extension to purchase orders EL016124 and EL016125, this extension is also through December 31, 2016; and to declare an emergency. ($0.00)
Body
WHEREAS, the original agreement (EL016124 and EL016125) was authorized by ordinance 1467-2014, passed July 14, 2014; and
WHEREAS, this ordinance authorizes the Director of the Department of Technology to modify a contract for the provisioning and hosting of a Columbus Human Resources Information System (CHRIS) with Xerox Consultants Company, Inc. to extend the coverage term period through December 31, 2016; and
WHEREAS, this ordinance will also authorize an extension to purchase orders EL016124 and EL016125, this extension is through December 31, 2016 and will enable the expenditure of any unspent balances ($329,604.00 and $1,335,000.00 as of November 3, 2015) on the purchase orders, in order to complete the services specified in the contract modification; and
WHEREAS, an emergency exists in the usual daily operations of the Department of Technology (DoT) in that it is immediately necessary to authorize the Director to modify a contract with Xerox Consultants Complany, Inc. in order to complete the services specified in the contract modification, 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 (DoT) is hereby authorized to modify a contract for the provisioning and hosting of a Columbus Human Resources Information System (CHRIS) with Xerox Consultants Company, Inc. to extend the coverage term period and extension of purchase orders EL016124 and EL016125 through December 31, 2016 to enable the expenditure of any unspent balances ($329,604.00 and $1,335,000.00 as of November 3, 2015) on the purchase orders, in order to complete the services specified in the contract. There is no additional funding associated with this legislation.
SECTION 2. 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 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 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 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.