Explanation
BACKGROUND:
This ordinance authorizes the City Auditor to renew a contract with Ceridian HCM Holding Inc for the purchase of annual Dayforce HCM software subscription, Dayforce touch clock annual maintenance, as well as overall product maintenance, support, and professional services for the coverage term period of July 1, 2021 through June 30, 2022, in the amount of $1,240,425.00. The City Auditor’s Office originally procured these services with Ceridian through chapter 329 of the Columbus City Code, pursuant to RFQ009521. The original contract was authorized by Ordinance 848-2019, which passed on 4/29/2019, and was executed through purchase order PO172743. The contract includes language that allows for renewing annually for additional one (1) year terms, subject to mutual agreement and approval of proper City authorities. This ordinance authorizes the first renewal under the agreement since the original implementation.
FISCAL IMPACT: This is the first year in operating costs for Dayforce annual software subscription, training, maintenance and support services. Expenditures since go live in September 2020 were part of the original implementation project budget. The total cost for the 2021 contract for these services is $1,240,425.00. Funding is available and approved within the Department of Technology, Information Services Division, Information Services Operating fund.
EMERGENCY DESIGNATION
Emergency designation is being requested for this renewal to continue with services that are necessary to support daily operation activities and to ensure no service interruption.
CONTRACT COMPLIANCE:
Vendor Name: Ceridian HCM Holding Inc . (City/DAX Vendor Acct. No.: 025904 ); CC #/F.I.D #: 59-3228107; Expiration Date: 6/9/2023
Title
To authorize the City Auditor to renew a contract with Ceridian HCM Holding Inc. for the purchase of Dayforce software subscription, maintenance and support services; to authorize the expenditure of $1,240,425.00 from the Department of Technology, Information Services Operating fund; and to declare an emergency. ($1,240,425.00)
Body
WHEREAS, it is necessary to authorize the City Auditor(DoT) to renew a contract with Ceridian North America. for the purchase of annual Dayforce software subscription, maintenance, and support services for the period of July 1, 2021 through June 30, 2022, in the total amount of $ 1,240,425.00; and
WHEREAS, the City Auditor’s Office originally procured services with Ceridian North America. through chapter 329 of the Columbus City Code, pursuant to RFQ and the original contract was authorized by Ordinance, passed on through purchase order with language that allowed for additional one (1) year terms, subject to mutual agreement and approval of proper City authorities; and
WHEREAS, this ordinance authorizes the allowable renewals/extensions; and
WHEREAS, Dayforce software and touch clocks are a critical component of processing benefits, personnel time & attendance, and payroll for the employees of the City of Columbus. The software as a service has given the City the capability to web-enable employee self-service, new employee onboarding, as well as maintain benefits, manage personnel and execute payroll functions. Passage of this ordinance ensures continued use and maintains compliance with the subscription agreements; and
WHEREAS, an emergency exists in the usual daily operation of the City Auditor’s Office in that it is immediately necessary to authorize the City Auditor to renew contracts and establish purchase orders with Ceridian North America., for the purchase of Dayforce software subscription, maintenance, and support services, and professional services to ensure no service interruption, thereby protecting the public health, peace, property, safety, and welfare; now, therefore:
NOW, THEREFORE,
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1: That the City Auditor be and is hereby authorized to renew a contract with Ceridian HCM Holding Inc. for Dayforce HCM software subscription, maintenance, professional, and support services in the amount of $1,240,425.00 for the coverage term period from July 1, 2021 through June 30, 2022.
SECTION 2: That the expenditure of $1,240,425.00 or so much thereof as may be necessary is hereby authorized to be expended from the Department of Technology, Information Services Division, Information Services Operating fund and the Department of Technology, Information Services Operating fund (Direct Charge budget) as follows (Please see attachment 1557-2021 EXP ACPO):
Ceridian North America. - $1,240,425.00
Dept.: 47 | Div.: 47-02 | Obj Class: 03 | Main Account: 63945 | Fund: 5100 | Sub-fund: 510001 | Program: IT005 | Section 3: N/A | Section 4: N/A | Section 5: N/A {ISD} | Amount: $1,240,425.00|
SECTION 3: That the City Auditor is authorized to make any accounting changes to revise the funding source for all contracts or contract modifications associated with this ordinance.
SECTION 4: 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 5: 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 passage and approval by the Mayor, or ten days after passage if the Mayor neither approves nor vetoes the same.