Explanation
BACKGROUND: This Ordinance authorizes the Board of Health to issue a Change Order to the contract with Tyler Technologies, Inc. for the Dynamics AX 2012 Financial Management System, in the amount of $1,747.56. This Change Order is needed to provide system engineering services necessary to meet Columbus Public Health (CPH) cashiering needs, to ensure proper, accurate payment processing services to the CPH Central Cashier Office. The modification will cover the final implementation costs.
1.1 Amount of additional funds to be expended: $1,747.56
Original Contract Amount: $5,619,677.00
Tyler Change Order 2015-10: $ 97,774.00
Tyler Change Order 2017-02: $ 16,630.00
Tyler Change Order 2018-01: $ 1,747.56
Total (Orig. + CO.1 + CO.2) $5,735,828.56
1.2. Reasons additional goods/services could not be foreseen:
The scope of work was not part of the original contract, as the legacy financial management system did not include cashiering for Columbus Public Health and the desire for a new cashiering solution did not arise until after the Tyler contract was in place. The initial change order provided for the Tyler consultant to make one trip to Columbus. A second trip was necessary and resulted in these additional expenses.
1.3. Reason other procurement processes are not used:
Tyler Technologies has been performing the development of this highly technical financial management system for the past four years and are intimately involved in the configuration and implementation. It would take another vendor considerable amount of time and cost to become familiarized with the intricate configuration of this part of the integration to our Centralized Cashier Office before conceptualizing a seamless roll-out.
1.4. How cost of modification was determined:
The consultant prepared an estimate based on the scope of work and City staff reviewed and approved this cost estimate. The costs for this Change Order are consistent for the initial Change Order.
2. ECONOMIC IMPACT/ADVANTAGES; COMMUNITY OUTREACH; PROJECT DEVELOPMENT; ENVIRONMENTAL FACTORS/ADVANTAGES OF PROJECT: The new Dynamics AX 2012 Financial Management System replaced the City’s Performance Series system on January 1, 2016. The latest significant update to Performance was in 2008 and the vendor has not indicated if the software will be updated, therefore, the City needed to procure a new system before Performance Series reaches the end of its product life.
3. CONTRACT COMPLIANCE INFO: 75-2303920, expires 10/21/17; Majority Searches in the Excluded Party List System (Federal) and the Findings for Recovery list (State) produced no findings against Tyler Technologies, Inc.
4. FISCAL IMPACT: Funds for this contract modification are available within Health’s Operating Fund, Fund No. 2250. The modification amount shall not exceed $1,747.56.
Title
To authorize the Board of Health to issue a Change Order to the existing contract with Tyler Technologies, Inc., to provide DAX related services to its Central Cashier Office; to authorize the expenditure of up to $1,747.56 from the Health Operating Fund; and to declare an emergency ($1,747.56).
Body
WHEREAS, Contract No. EL014509 was authorized by Ordinance No. 1077-2013, passed May 20, 2013, was executed on June 25, 2013, and approved by the City Attorney on June 25, 2013; and
WHEREAS, Change Order 2015-10 was authorized by Ordinance No. 0296-2016, passed February 29, 2016, was executed on April 25, 2016, and approved by the City Attorney on April 25, 2016; and
WHEREAS, Change Order 2017-02 was authorized by Ordinance No. 2300-2017, passed September 18, 2017, was executed on October 2, 2017, and approved by the City Attorney on October 3, 2017; and
WHEREAS, the Board of Health has a need for additional DAX Financial System engineering services within its Central Cashier Office to ensure proper, accurate payment processing services; and
WHEREAS, it is necessary to authorize the Board of Health to issue a Change Order to the contract with Tyler Technologies, Inc. for the Dynamics AX 2012 Financial Management System; and
WHERAS, it is necessary to authorize the expenditure of up to $1,747.56 from the Health Operating Fund, Fund No. 2250; and
WHEREAS, an emergency exists in the usual daily operations of Columbus Public Health in that it is immediately necessary to authorize the Board of Health to issue a change order and to authorize additional maintenance, and support services related to Dynamics AX, thereby preserving the public health, peace, safety, and welfare; now, therefore,
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Board of Health is hereby authorized and directed to issue a Change Order to the contract with Tyler Technologies Inc., for the Dynamics AX 2012 Financial Management System to provide system engineering services to ensure proper, accurate payment processing services to the Central Cashier Office in an amount not to exceed $1,747.56.
SECTION 2. That the sum of $1,747.56 is hereby available and authorized for expenditure from the Health Operating Fund, Fund No. 2250, Dept./Div. No. 50-01, Object Class 03, Services, per the accounting codes in the attachment to this ordinance.
SECTION 3. That the funds necessary to carry out the purpose of this ordinance are hereby deemed appropriated and authorized for expenditure 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 contract or contracts associated with the expenditure of the funds.
SECTION 5. That for reasons stated in the preamble hereto, which is hereby made a part hereof, this resolution 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.