Explanation
BACKGROUND:
This ordinance authorizes the City Auditor to renew the existing contract with Ceridian HCM Holding Inc. and provide funding for the support, hosting, and maintenance of Dayforce HCM; to authorize the expenditure of up to $1,324,600, from the Department of Technology operating fund; to authorize the expenditure of $70,000 from the Employee Benefits fund; and to declare an emergency ($1,394,600).
The contract included annual renewal provisions for licensing, hosting, maintenance, support, and professional services for the Dayforce system and time-clocks manufactured by Ceridian for the enterprise-wide benefits administration, payroll, personnel management, and employee self service system. This renewal is for year two of the initial agreement. 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 second renewal under the agreement since the original implementation.
This contract also includes professional services related to managing configurations for the overall system and extra Benefits Administration related professional services. Additional services are being procured to support planned changes and updates to the City’s various benefits plans, open enrollment planning, and any changes necessary to facilitate exports or reporting. By bundling the hours with services related to this contract, the City can receive these services at a reduced rate.
FISCAL IMPACT:
This is the second year in operating costs for the Dayforce annual Subscription and includes maintenance for time clocks at the Department of Public Utilities and Department of Technology. Funding is available and approved within the Department of Technology, Information Services Division, Information Services Operating fund as follows:
|
Description |
Amount |
|
Ceridian Subscription and services |
1,314,700 |
|
Public Utilities clocks maintenance and support |
9,450 |
|
Department of Technology clocks maintenance and support |
450 |
|
TOTAL Technology Operating Fund |
1,324,600 |
For Benefits related professional services, funding is available in the Employee benefits fund in the amount of $70,000.
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:
CERIDIAN HCM HOLDING INC. CC#-025904, expires 6/8/2023, D365# 0125904
Title
To authorize the City Auditor to renew the existing contract with Ceridian HCM Holding Inc. and provide funding for the support, hosting, and maintenance of Dayforce HCM; to authorize the expenditure of up to $1,324,600.00, from the Department of Technology operating fund; to authorize the expenditure of $70,000.00 from the Employee Benefits fund; and to declare an emergency ($1,394,600.00).
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, professional consulting and support services, in the total amount of $1,394,600; 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, professional consulting services are needed for continuing and changing City configurations, reports, and benefits administration management;
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, BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1: That the City Auditor be and is hereby authorized to renew the existing contract with Ceridian HCM Holding Inc. for Dayforce HCM software subscription, maintenance, professional, and support services in the amount of $ 1,394,600.00
SECTION 2: That the expenditure of $1,314,700.00 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 ORD1316-2022 ACPO): Ceridian North America. - $1,314,700 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 | Amount: $1,314,700|
SECTION 3: That the expenditure of $576.45 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 ORD1316-2022 ACPO): Ceridian North America. - Dept.: 47 | Div.: 47-01 | Obj Class: 03 | Main Account: 63050 | Fund: 5100 | Sub-fund: 510001 | Program: CW001 | Section 3: 470104 | Section 4: IS02 | Section 5: IT1308 | Amount: $576.50|
SECTION 4: That the expenditure of $3,666.60 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 ORD1316-2022 ACPO): Ceridian North America. - Dept.: 47 | Div.: 47-01 | Obj Class: 03 | Main Account: 63050 | Fund: 5100 | Sub-fund: 510001 | Program: CW001 | Section 3: 470104 | Section 4: IS02 | Section 5: IT1309 | Amount: $3666.60|
SECTION 5: That the expenditure of $4,110.75 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 ORD1316-2022 ACPO): Ceridian North America. - Dept.: 47 | Div.: 47-01 | Obj Class: 03 | Main Account: 63050 | Fund: 5100 | Sub-fund: 510001 | Program: CW001 | Section 3: 470104 | Section 4: IS02 | Section 5: IT1310 | Amount: $4110.75|
SECTION 6: That the expenditure of $1096.20 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 ORD1316-2022 ACPO): Ceridian North America. - Dept.: 47 | Div.: 47-01 | Obj Class: 03 | Main Account: 63050 | Fund: 5100 | Sub-fund: 510001 | Program: CW001 | Section 3: 470104 | Section 4: IS02 | Section 5: IT1311 | Amount: $1096.20|
SECTION 7: That the expenditure of $450.00 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 ORD1316-2022 ACPO): Ceridian North America. - $450.00 Dept.: 47 | Div.: 47-02 | Obj Class: 03 | Main Account: 63050 | Fund: 5100 | Sub-fund: 510001 | Program: IT004 | Section 3: N/A | Section 4: N/A | Section 5: N/A {ISD} | Amount: $450.00
SECTION 8: That the expenditure of $70,000.00 or so much thereof as may be necessary is hereby authorized to be expended from the Department of Human Resources, Risk Management Division, Information Services Operating fund and the Employee Benefits fund as follows (Please see attachment ORD1316-2022 ACPO): Ceridian North America. - $70,000, Dept.: 46 | Div.: 46-01 | Obj Class: 03 | Main Account: 63050 | Fund: 5502 | Sub-fund: 550201 | Program: RM002 | Section 3: N/A | Section 4: N/A | Section 5: N/A | Amount: $70,000.00|
SECTION 9: 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 10: 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 11: 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.