City of Columbus - File #: 1368-2020

• File #: 1368-2020
• Version: 1
• Type: Ordinance
• Status: Passed
• File created: 6/8/2020
• In control: Finance Committee
• On agenda: 6/29/2020
• Final action: 7/2/2020
• Title: To authorize the City Auditor to modify the contracts with Tyler Technologies and provide funding for the support, hosting, and maintenance of Dynamics AX for the period January 1 - March 31, 2021; to authorize the transfer and expenditure of up to $284,857.00 from the City Auditor’s operating fund for a total expenditure of $284,857.00; and to declare an emergency ($284,857.00).

Date	Ver.	Action By	Action	Result
7/2/2020	1	CITY CLERK	Attest
7/1/2020	1	MAYOR	Signed
6/29/2020	1	COUNCIL PRESIDENT	Signed
6/29/2020	1	Columbus City Council	Approved	Pass

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 was authorized by Ordinance No. 0718-2020 and passed by Columbus City Council 4/20/2020.
Emergency Justification: The City’s Auditor Office and Finance Department have started the process to migrate from DAX 2012 to Dynamics 365 for Finance and Operations. Due to COVID-19 related delays and unavailability of necessary resources during the City of Columbus State of Emergency, go-live of D365 has been moved from 8/30/2020 to 12/31/2020. Tyler support is being extended an additional quarter to ensure continuation of support and hosting of the city’s financial management system until D365 is implemented and has successfully completed post go-live support period. A separate ordinance will be submitted for D365 COVID-19 related expenditures.
Ordinance No. 0718-2020 authorized extension of the contract through 3/31/2021 and provided funding through 12/31/2020. This legislation authorizes the City Auditor to fund the contract authorized by Ordinance no. 0718-2020 for the first quarter of 2021 (January 1 - March 31, 2021) to cover hosting services until transition to D365 is complete. 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 quarterly pricing extensions and this extension is necessary to ensure a seamless transition to D365 while c...