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’s Auditor Office and Finance Department have started the process to migrate from DAX 2012 to Dynamics 365 for Finance and Operations. Go-live of D365 is expected to occur 8/30/2020. Tyler support is being extended to ensure continuation of support and hosting of the city’s financial management system until D365 is implemented.
This legislation authorizes the City Auditor to modify and extend the contract authorized by Ordinance no. 0718-2020 for up to one year and provides funding for the first 3 quarters of the contract to cover services until transition to D365. If further funding is needed to cover the remaining period, the City Auditor would seek additional authorization by Council through a subsequent ordinance. The contract with Tyler includes a provision for the City to exercise an early opt out option from the hosting agreement with 60 days’ notice. The original contract with Tyler also provided for additional extensions and this extension is necessary to ensure a seamless transition to D365 while continuing support and hosting of the city's financial management system, Dynamics AX and in accordance with the existing contracts with Tyler Technologies, Inc. and Microsoft Corporation. The cost for the AX hosting and support extension for this renewal per the contract terms are estimated as follows:
|
Dynamics Fees |
|
2020 |
|
AX hosting (April 1-December 31, 2020) |
794,064 |
|
|
TIE Extensions (Annual contract cost) |
|
55,000 |
|
TIE & AX support (April 1-December 31, 2020) 60,507 |
|
|
|
TOTAL through 12/31/2020 |
|
909,571.00 |
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 expenditure of up to $909,571.00, from the Department of Technology operating fund for a total expenditure of $909,571.00; and to declare an emergency ($909,571.00).
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 2020 operations; and
WHEREAS, it is necessary to authorize the expenditure of up to $909,571.00; 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 $909,571.00 is hereby authorized to be expended from Fund 5100 and subfund 510001 Dept./Div 47-02, Object Class 03, main account 63946. (Sheets attached)
SECTION 3. That the sum of $909,571.00 is for maintenance, help desk, and hosting of Dynamics AX for 2020.
SECTION 4. That the funds necessary to carry out the purpose of this ordinance are hereby 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.