Explanation
BACKGROUND:
Currently, the Recreation and Parks Department utilizes a Class Software application that has assisted with the automation of the Department's business and management operations. The system centralizes all data and provides; around-the-clock access for citizens to register for activities and facility rentals via the Internet, ID cards for individuals who participate in City events, marketing and informational tools that help keep the citizens informed of various programs and activities, and provides resources for security measures at the City's recreation centers and swimming pools, among various other services.
Passage of this legislation will authorize the Director of the Department of Technology and the Director of the Recreation and Parks Department to extend contract EL009662 with The Active Network LTD. This modification and extension will allow for the continuation of the implementation services associated with the upgrade from the existing Class software application to May 31, 2011 in the amount of $4,800.00, and renew the contract for software support and transaction fees associated with ActiveNet in the total amount of $25,200.00 for a period of June 1, 2010 through May 31, 2011. The transaction fees are comprised of a Minimum Quarterly Service Charge (see attachment) of $5,000 per quarter totaling $20,000 per year. This amount is an estimate based on an average of previous transaction volume. However, the additional $5,200.00, of this minimum fee charge will be set aside for any potential overage of anticipated transactions associated with this coverage period.
Also, this renewal is in accordance with the provisions of the sole source procurement of the Columbus City Code, Section 329.07.
FISCAL IMPACT:
During the year of 2007, $20,931.00 was expended for the maintenance and support services provided by Class Software Solutions, now known as The Active Network, LTD. During 2009, ordinance #0354-2009 provided funding in the amount of $31,592.75, of which $28,084.00 was expended in 2009, for Class annual maintenance and support, with coverage periods from June, 1, 2008 through May 31, 2009 and for June 1, 2009 through October 31, 2009 (to allow for an upgrade). Upon completion of the upgrade the support will change to service fee. The service fee cost, funded within that ordinance (ord#0354-2009) was for $14,583.31 and the upgrade cost was $20,276.00, with the aggregate total funding within that ordinance was (upgrade, maintenance, support, and associated fees) $66,452.06.
This ordinance will provide funding, available in the 2010 Department of Technology Information Service Fund, in the amount of $30,000.00 for software maintenance/transaction fees ($25,200.00) and for the continuation of the implementation and training ($4,800.00).
EMERGENCY:
Emergency legislation is requested in order to facilitate immediate payment and no interruption of service from the supplier.
CONTRACT COMPLIANCE:
Vendor: The Active Network, LTD CC#: 98-0160721 Expiration date: 12/04/2010
Title
To authorize the Director of the Department of Technology and the Director of the Department of Recreation and Parks to extend and renew an existing contract for maintenance and support on the Class software application, with The Active Network, LTD in accordance with the sole source procurement provisions of the Columbus City Codes; and to authorize the expenditure of $30,000.00 from the Department of Technology Information Service Fund; and to declare an emergency. ($30,000.00)
Body
WHEREAS, Class Software is an application utilized by Recreation and Parks, that provides for citizens to register for activities and facility rentals via the Internet, ID cards for individuals who participate in City events, marketing and informational tools that help keep the citizens informed of various programs and activities, and provides resources for security measures at the City's recreation centers and swimming pools, among various other services; and
WHEREAS, now, the Department of Technology (DoT), and the Department of Recreation and Parks, have a need continue services associated with the upgrade and movement of data on an existing software application known as Class Software, with such services being yet not limited to facility configurations, program activities and related services converted to a vendor-hosted environment. Also provide funding for transaction service fees; and
WHEREAS, the contract executed in the year of 2009, provided language for ActiveNet future and current service fee that will replace the Class Software maintenance and support costs upon completion of the upgrade, transferring data, information, training and other related services; and
WHEREAS, the original contractual agreement for software maintenance and support was established with Ordinance No. 3180-98, and in January 2001, through the evolution of the Department of Technology, a contract associated with purchase order ED005082 was created, it provided language for future contract renewals contingent upon appropriation and authorization of funds and modifications; and
WHEREAS, this ordinance will provide funding, available in the 2010 Department of Technology Information Service Fund, in the amount of $30,000.00 for software maintenance/transaction fees ($25,200.00) and for the continuation of the implementation and training ($4,800.00); and
WHEREAS, this renewal is in accordance with the provisions of the sole source procurement of the Columbus City Code, Section 329.07; and
WHEREAS, an emergency exists in the usual daily operation of the City in that it is immediately necessary to authorize this contract extension and renewal, to provide uninterrupted service, maintenance and support, provided by The Active Network, LTD, thereby preserving the public health, peace, property, safety, and welfare; now, therefore:
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMUBS:
SECTION 1: That the Director of the Department of Technology and the Director of the Department of Recreation and Parks be and is hereby authorized to extend and renew a contract for support transaction fee, and for the continuation of the implementation and training services associated with the upgrade and the migration of data to a vendor-hosted environment, provided by The Active Network, LTD, for maintaining a critical Leisure Card System. This ordinance will provide funding in the amount of $30,000.00 for software maintenance/transaction fees ($25,200.00), with a coverage period from June 1, 2010 through May 31, 2011. Also, this ordinance provides funding for the continuation of the implementation and training ($4,800.00) May 31, 2011.
SECTION 2: That the expenditure of $30,000.00 or so much thereof as may be necessary is hereby authorized to be expended from:
|Div.: 47-01|Fund:514|Subfund: 010|OCA Code: 510147|Obj. Level 1: 03|Obj. Level 3: 3369| Amount: $25,200.00|
|Div.: 47-01|Fund:514|Subfund: 010|OCA Code: 510147|Obj. Level 1: 03|Obj. Level 3:3336|Amount: $4,800.00|
SECTION 3: That the City Auditor is authorized to make any changes to revise the funding source for any contract or contract modifications associated with this ordinance.
SECTION 4: That this agreement is being established in accordance with the sole source provisions of the Columbus City Code, Section 329.07.
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