Explanation
BACKGROUND:
This ordinance authorizes the Director of the Department of Technology to enter into an agreement with North American Communication Resources (NACR) to provide technology systems, software licensing and support, and associated professional services in support of the City's interactive voice response (IVR) system. The IVR system supports the City's 311, Utilities, and Technology Help Desk call centers. This agreement will enable the City to purchase new IVR technology at up to a 7.5% discount off of normal NACR prices, obtain annual maintenance and support for the IVR system, and associated professional services at agreed upon hourly rates, inclusive of expenses. The term of this agreement will be from April 1, 2014 to March 31, 2015, with an option to renew for four (4) additional one (1) year terms, subject to mutual agreement and approval of proper City authorities.
This ordinance will also authorize the expenditure of $112,342.51 through this agreement. This includes $95,406.60 to provide annual software maintenance and support for the period April 1, 2014 to March 31, 2015; $10,285.91 to purchase additional IVR software licenses; and $6,650.00 for as-needed technical support services, to be billed at $190.00 per hour for service provided during business hours, and $285.00 per hour for after-hours service.
To procure these services, a Request for Proposals (SA005214) was published and responses were due by January 9, 2014. The solicitation received four (4) proposals, which were scored by an evaluation committee of three (3) employees of the Department of Technology. Each committee member scored the proposals using the following criteria: competence of the offeror (up to 20 points), quality and feasibility of proposed services (20 points), ability of the offeror (20 points), past performance of the offeror (20 points), and the cost of proposed services (20 points). After an initial evaluation of the proposals, the committee invited two (2) vendors for additional discussions. These offerors provided additional information in revised proposals, and the committee re-scored the revised proposals using the same criteria just described. Individual committee member scores were averaged to obtain the following scores for the four (4) proposals received:
NACR 81.7 point out of 100
DiRAD Technologies 80.7
PDT Communications 59.7
Ronco Communications 36.7
The committee recommended the highest scoring offeror - NACR - to the Director of the Department of Technology. The Director concurred with the committee's recommendation.
EMERGENCY DESIGNATION:
Emergency action is requested to expedite authorization of this contract and initiate services from the supplier at the price offered.
FISCAL IMPACT:
In 2012 and 2013, the Department of Technology expended $121,984.00 and $225,695.95 respectively with NACR (formerly G3 Technology Partners) related to the City's interactive voice response (IVR) system. The 2014 cost associated with this ordinance is $112,342.51, with funds for this expense coming from the Department of Technology, Internal Service Fund.
CONTRACT COMPLIANCE:
North American Communications Resources (NACR) CC# : 41 - 1763228 Expiration: 09/05/2015
Title
To authorize the Director of the Department of Technology, to enter into an agreement with North American Communication Resources (NACR) to provide technology systems, software licensing and support, and associated professional services in support of the City's interactive voice response (IVR) system; to authorize the expenditure of $112,342.51 from the Department of Technology, Internal Service Fund; and to declare an emergency. ($112,342.51)
Body
WHEREAS, this ordinance authorizes the Director of the Department of Technology to enter into an agreement with North American Communication Resources (NACR) to provide technology systems, software licensing and support, and associated professional services in support of the City's interactive voice response (IVR) system, in the amount of $112,342.51. The term of this agreement will be from April 1, 2014 to March 31, 2015, with an option to renew for four (4) additional one (1) year terms, subject to mutual agreement and approval of proper City authorities; and
WHEREAS, The Department of Technology exercised due diligence, to procure these services, a Request for Proposals (SA005214) was published and responses were receive by January 9, 2014, and upon completion of the evaluation process, the committee recommended the highest scoring offeror, who was North American Communications Resources (NACR); and
WHEREAS, this ordinance will authorize the expenditure of $112,342.51 which entails ($95,406.60 for annual software maintenance and support for the period April 1, 2014 to March 31, 2015; $10,285.91 to purchase additional IVR software licenses; and $6,650.00 for as-needed technical support services, to be billed at $190.00 per hour for service provided during business hours, and $285.00 per hour for after-hours service); and
WHEREAS, an emergency exists in the usual daily operation of the Department of Technology, in that it is immediately necessary for the Director of the Department of Technology to enter into an agreement with North American Communication Resources (NACR) to provide technology systems, software licensing and support, and associated professional services in support of the City's interactive voice response (IVR) system, for the immediate preservation of 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 Director of the Department of Technology is hereby authorized to enter into a contract agreement with North American Communication Resources (NACR) to provide technology systems, software licensing and support, and associated professional services in support of the City's interactive voice response (IVR) system. The term of this agreement will be from April 1, 2014 to March 31, 2015 at a cost of $112,342.51. This includes $95,406.60 to provide annual software maintenance and support for the period April 1, 2014 to March 31, 2015; $10,285.91 to purchase additional IVR software licenses; and $6,650.00 for as-needed technical support services, to be billed at $190.00 per hour for service provided during business hours, and $285.00 per hour for after-hours service.
SECTION 2: That the expenditure of $112,342.51 or so much thereof as may be necessary is hereby authorized to be expended from:
3358 - Licenses ($10,285.91):
Dept./Div. 47-02| Fund 514| Subfund: 001| OCA Code: 470202| Obj. Level 1: 03|Obj. Level 3: 3358| Amount: $10,285.91|
3336 - Professional Services ($6,650.00):
Dept./Div. 47-02| Fund 514| Subfund: 001| OCA Code: 281816| Obj. Level 1: 03|Obj. Level 3: 3336| Amount: $6,650.00|
3372 - Maintenance & Support ($95,406.60):
Dept./Div. 47-01| Fund 514| Subfund: 550| OCA Code: 514550| Obj. Level 1: 03|Obj. Level 3: 3372| Amount: $3,782.87|
Dept./Div. 47-01| Fund 514| Subfund: 600| OCA Code: 514600| Obj. Level 1: 03|Obj. Level 3: 3372| Amount: $24,061.54|
Dept./Div. 47-01| Fund 514| Subfund: 650| OCA Code: 514650| Obj. Level 1: 03|Obj. Level 3: 3372| Amount: $26,976.22|
Dept./Div. 47-01| Fund 514| Subfund: 675| OCA Code: 514675| Obj. Level 1: 03|Obj. Level 3: 3372| Amount: $7,193.66|
Dept./Div. 47-01| Fund 514| Subfund: 010| OCA Code: 590147| Obj. Level 1: 03|Obj. Level 3: 3372| Amount: $14,310.99|
Dept./Div. 47-02| Fund 514| Subfund: 001| OCA Code: 470202| Obj. Level 1: 03|Obj. Level 3: 3372| Amount: $19,081.32|
SECTION 3: 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 4: 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 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.