Explanation
BACKGROUND:
This ordinance authorizes the Director of the Department of Technology on behalf of the Department of Public Utilities (DPU) to enter into year two of the three year contract with Cornerstone OnDemand, Inc., in the amount of $30,150 for DPU’s portion of the annual hosting fee for learning management system (LMS) for the term period of 12/16/2016 through 12/15/2017. The original contract was first authorized under ordinance 2490-2015 passed by city council on December 7, 2015 (EL017777) for the Department of Technology on behalf of the Department of Public Utilities (DPU) to enter into a contract with Cornerstone OnDemand to implement a hosted learning management system.
This ordinance also authorizes the Director of the Department of Technology (DoT) to modify the current contract agreement with Cornerstone OnDemand to implement a hosted learning management system (LMS) on behalf of the city’s Human Resource Department, Citywide Training and Development Office in the amount of $180,000.00 effective on the date of a purchase order certified by the City Auditor’s Office.
The city requires a robust commercially available solution to support citywide training operations. While the city intends to utilize the system for all learning management needs citywide, the system will initially be provisioned to the Citywide Training and Development Office, in support of ongoing training needs of approximately 8,000 city employees.
The City requires professional services to assist in configuration, data migration, systems integration and provisioning of the LMS. Now that funds totaling $180,000.00 have been identified and are available, this ordinance will allow the contract modification for the Human Resources Department, Citywide Training and Development Office hosted learning management system project to be initiated as the Technology Department nears completion of the DPU project with Cornerstone OnDemand.
Contract modification in the amount of $180,000.00
1. Amount of additional funds to be expended: $180,000.00
Original contract amount: $161,892.00
Modification 1: $180,000.00
Amount of original contract and modification: $341,892.00
2. Reason additional goods/services could not be foreseen:
The additional services to procure this service on behalf of the Department of Human Resources for a hosted learning management system were foreseen when the (RFP/SA005776) was soliciting bidders, however funding at that time was not available. Since the execution of the contract, funds have been identified and made available to proceed with this project.
3. Reason other procurement processes are not used:
Cornerstone OnDemand has the current contract to provide this service through SA005776, authorized under ordinance 2490-2015, therefore it would not be in the best interests of the City to procure these services from another vendor.
4. How cost of modification was determined:
The vendor is charging the same prices as identified in the original agreement with all other terms and conditions remaining the same.
This ordinance authorizes the appropriation of $90,000.00 within the special income tax fund to the Technology Department and the transfer of $90,000.00 within the Human Resources Bond Fund from the Human Resources Department to the Technology Department, and the expenditure of $180,000.00 or so much thereof that may be necessary, by the Department of Technology.
Emergency Action: Emergency action is respectfully requested to ensure the system can be implemented as soon as possible, thus meeting the goal of having this type of system as mandated per the Executive Order 2003-01.
Fiscal Impact: In 2015 (via Ord#:2490-2015) the Technology Department legislated $161,892.00 on behalf of the DPU for their implementation of the LMS with Cornerstone OnDemand. This ordinance will transfer, appropriate and expend a total of $180,000.00, ($90,000 from the special income tax fund and $90,000.00 from the Human Resources Bond Fund for provisioning a learning management system on behalf of the Human Resources Department). Funds have been budgeted in both the special income tax fund and the Human Resources Bond Fund specifically for the implementation of this system. This ordinance will also provide funding for the second year of DPU’s annual hosting fee in the amount of $30,150.00, from the Department of Technology, Information Services Operating fund. The total aggregate contract including the amounts identified in this ordinance will be $372,042.00.
CONTRACT COMPLIANCE NUMBER:
Vendor Name: Cornerstone OnDemand, Inc. CC#: 13-4068197 Expiration Date: 08/26/2018
DAX Vendor Account #: 000683
Title
To appropriate $90,000.00 within the special income tax fund and to transfer appropriation of $90,000.00 within the Human Resources Bond Fund from the Human Resources Department to the Department of Technology; to authorize the Department of Technology Director to modify and increase a contract with Cornerstone OnDemand, Inc. to expend $90,000.00, or so much thereof that may be necessary, from the special income tax fund and $90,000.00, or so much thereof that may be necessary, from the Human Resources Bond Fund, for a hosted learning management system and professional services to assist in system implementation; to also authorize the Director of Technology on behalf of the Department of Public Utilities (DPU) to enter into year two of the three year contract with Cornerstone OnDemand, Inc., to expend $30,150.00 from the Department of Technology, Information Services Operating fund for the annual hosting fee and to declare an emergency. ($210,150.00)
Body
WHEREAS, this ordinance authorizes the Director of the Department of Technology, on behalf of the Department of Public Utilities (DPU) to enter into year two of a three (3) year contract agreement with Cornerstone OnDemand, Inc., for the learning management system annual hosting fee, in the amount of $30,150.00 for the coverage term period from 12/16/2016 through 12/15/2017; and
WHEREAS, this ordinance will authorize a contract modification by the Director of the Department of Technology on behalf of the Human Resources Department to provision a citywide learning management system with Cornerstone OnDemand, Inc., and will be effective on the date of a purchase order certified by the City Auditor’s Office; and
WHEREAS, the Citywide Training and Development Office is mandated by Executive Order 2003-01 to provide training and development opportunities and track all training programs taken by city employees; and
WHEREAS, it has been determined that the most effective and efficient way to accomplish this mandate is to modify an agreement with Cornerstone OnDemand, to purchase a hosted learning management system and professional services to assist in configuration, data migration, systems integration and provisioning; and
WHEREAS, this system will improve training record keeping, collection and accuracy of historical training data, and increase training and development opportunities available to city employees; and
WHEREAS, the appropriation of funds for the implementation of a citywide system will be from both the special income tax fund the capital improvement fund and funding for this system has been specifically designated in the special income tax fund and the 2016 capital improvements fund; and
WHEREAS, special income tax funds in the amount of $90,000 need to be appropriated in the Technology Department and appropriation within the 2016 capital improvement funds in the amount of $90,000 need to be transferred from the Human Resources Department to the Technology Department; and
WHEREAS, an emergency exists in the usual daily operations of the Departments of Human Resources, Public Utilities, and Technology, in that it is immediately necessary to appropriate funds, transfer appropriation, and authorize the Department of Technology Director to expend funds to modify a contract with Cornerstone OnDemand, on behalf of the Human Resources Department, for a hosted learning management system and professional services to assist in system implementation, and to establish year two of a three (3) year contract with Cornerstone OnDemand, Inc., for DPU’s annual hosting fee thereby preserving the public health, peace, property, safety, and welfare and; now, therefore:
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Director of the Technology Department, on behalf of the Human Resources Director, is hereby authorized and directed to modify the current contract with Cornerstone OnDemand for implementation of a hosted learning management system in the amount of $180,000.00 and will be effective on the date of a purchase order certified by the City Auditor’s Office. That the Director of Technology, on behalf of the Department of Public Utilities (DPU) , is hereby authorized and directed to enter into year two of a three (3) year contract agreement with Cornerstone OnDemand, Inc., for the learning management system annual hosting fee, in the amount of $30,150.00 for the coverage term period from 12/16/2016 through 12/15/2017.
SECTION 2. That the appropriation and expenditure of $90,000.00 or so much thereof as may be needed, is hereby authorized in the special income tax fund, fund number 4430 in Object Class 06 Outlay, per the accounting codes in the attachment to this ordinance:
SECTION 3. That the appropriation of $90,000.00, currently authorized in the Human Resources 2016 capital improvements fund, fund 7757 in Object Class 06 Outlay, is hereby transferred to the Department of Technology, per the accounting codes in the attachment to this ordinance:
SECTION 4. That the appropriation and expenditure of $90,000.00 or so much thereof as may be needed, is hereby authorized in 2016 capital improvements fund, fund 7757, in Object Class 06 Outlay, per the accounting codes in the attachment to this ordinance:
SECTION 5. That the expenditure of $30,150.00 or so much thereof as may be necessary is hereby authorized to be expended from Department of Technology, Information Services Operating Fund:
See Attached File: Ord 2226-2016 EXP (for Sections 2, 3, 4 and 5 financial dimension coding)
SECTION 6. 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 7. That the monies appropriated in Sections 2 and 3 shall be paid upon order of the Technology Director and that no order shall be drawn or money paid except by voucher, the form of which shall be approved by the City Auditor.
SECTION 8. That the City Auditor is authorized to make any changes to revise the funding source for any contract or contract modification associated with this ordinance.
SECTION 9. 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 the 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 10. 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 approval by the Mayor, or ten days after passage if the Mayor neither approves nor vetoes the same.