Explanation
The City Auditor originally entered into a Professional Services Agreement with Tyler Technologies, Inc., for the Purchase and Installation, Maintenance, and Support of City Financial Management System. The contract was authorized by Ordinance No. 1077-2013 and passed by the Columbus City Council on May 20, 2013.
The contract included annual renewal provisions for hosting, maintenance, and support for the Dynamics AX system manufactured by Microsoft with services provided through its partner Tyler Technologies, Inc. The most recent contract modification and renewal for two (2) years was authorized by Ordinance No. 0895-2018 and passed by Columbus City Council 4/12/2018. The City extended for two years in order to participate in a readiness assessment to evaluate the functional and technical capabilities of the next version in the cloud called Dynamics 365 for Operations and also to conduct a bid for the search for a new partner to assist with the upgrade. The City’s Auditor Office and Finance Department have released an RFP for the upgrade project and are currently awaiting responses to this competitive bidding process. Once responses are received and a contractor is selected for recommendation for award, new legislation will be submitted to authorize the contract for this upgrade project.
This legislation authorizes the City Auditor to provide funding for the second year of the contract extension authorized by Ordinance no. 0895-2018 in order to continue the support and hosting of the city's financial management system, Dynamics AX and in accordance with the existing contract with Tyler Technologies, Inc. and Microsoft Corporation. The cost for the AX hosting and support extension for this one year renewal per the contract terms are estimated as follows:
|
Dynamics Fees |
|
2019 |
|
AX hosting (April 1-March 31) |
|
962,500 |
|
TIE Extensions (Annual contract cost) |
|
68,850 |
|
BREP (MSFT AX maintenance May) |
|
180,115 |
|
TIE & AX support (Annual) |
|
73,340 |
|
TOTAL annually by ordinance |
|
1,284,805 |
Title
To authorize the City Auditor to modify the existing contracts with Tyler Technologies, Inc. and Microsoft Corporation and provide funding for the support, hosting, and maintenance of Dynamics AX; to authorize the appropriation and expenditure of up to $1,284,805.00 from the Special Income Tax Fund, for a total expenditure of $1,284,805.00; and to declare an emergency ($1,284,805.00).
Body
WHEREAS, it is necessary for the City Auditor to modify the contracts with Tyler Technologies, Inc. and Microsoft Corporation to continue yearly maintenance, hosting, and support services for Dynamics AX for the City of Columbus necessary for 2019 operations; and
WHEREAS, it is necessary to authorize the appropriation and expenditure of up to $1,284,805.00 from the Special Income Tax Fund; and
WHEREAS, an emergency exists in the usual daily operations of the City Auditor’s Office in that it is immediately necessary to authorize the City Auditor to modify existing contracts and authorize additional maintenance, hosting, 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 City Auditor is hereby authorized to modify existing contracts with Tyler Technologies Inc. and Microsoft Corporation for yearly maintenance, hosting and support services for Dynamics AX for the City of Columbus' Public Sector.
SECTION 2. That the sum of $1,284,805.00 is hereby authorized to be appropriated and expended from the Special Income Tax Fund 4430 and subfund 443001 Dept./Div 22-01, Object Class 03, main account 63946. (Sheets attached)
SECTION 3. That the sum of $1,284,805.00 is for maintenance, help desk, and hosting of Dynamics AX for 2019.
SECTION 4. 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 5. That the City Auditor is authorized to make any accounting changes to revise the funding contract or contract associated with the expenditure of the funds.
SECTION 6. 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.