Explanation
BACKGROUND:
This ordinance authorizes the Director of the Department of Technology to modify an agreement with eProximiti LLC, for mobile applications professional services. DoT recently entered into a six (6) month fixed price agreement with eProximiti through purchase order ED044023 to assist in the development of the City's first mobile application, iColumbus MyColumbus, at a cost of $19,750. This modification will extend the agreement to provide ongoing enhancements to iColumbus MyColumbus and develop new mobile applications. These services will enable the City to better communicate with residents and visitors, who increasingly access information using mobile devices. The modified agreement will be for a one year term, from the date of a purchase order certified by the Columbus City Auditor's Office, and will provide an additional $146,400 for professional services to support the City's mobile applications initiatives.
To procure these services, an Invitation to Bid (SA003913) was published in March 2011. The solicitation received three offers to provide mobile applications professional services for one year term. Only one of the offers was from a vendor who currently had staff with the necessary skills and experience, but their proposed hourly rates were not affordable. As a result, DoT sought recommendations from TechColumbus for a qualified local vendor, and eProximiti came highly recommended to meet the City's needs. After further discussions, eProximiti did demonstrate that they are able to satisfy all requirements in the formal bid, at a substantially lower price than the only responsive offer received from the formal bid. After negotiations, eProximiti will provide these services payable at the agreed upon hourly rates: mobile applications development at $79.00 per hour, mobile applications project management at $89.00 per hour, mobile applications business analysis at $57.00 per hour, and mobile applications graphic design at $55.00 per hour.
This modification adds an additional $146,400 to the existing agreement for an aggregate contract total of $166,150.00. These professional service needs were anticipated when the original agreement was established, but could not be incorporated into the original agreement in time to meet immediate needs for developing the iColumbus MyColumbus mobile application. DoT attempted to procure these services through a formal bid, but responses to the formal bid did not meet requirements at an affordable price. The Department of Technology is able to obtain the needed services at less than half the cost of the only qualified vendor responding to the formal bid.
Given the unsuccessful attempt to obtain services through a formal bid, this ordinance requests a waiver of competitive bidding requirements of Columbus City Code, in accordance with section 329.27.
This ordinance also authorize the appropriation and transfer of cash from another project within the Information Services Bonds Fund, and will amend the 2011 Capital Improvement Budget (CIB), passed by Columbus City Council March 7, 2011 via ordinance 0266-2011, to accommodate for the additional expenditure authorized by this ordinance.
FISCAL IMPACT:
Earlier this year, the Department of Technology established a purchase order for $19,750.00 with eProximiti LLC for enhancements to iColumbus MyColumbus and mobile applications professional services. The funds for this contract modification in the amount of $146,400.00 are available within the Department of Technology, Information Services Division, Capital Improvement Bonds Fund as a result of transferring appropriation authority and funds from the DoT Accela Upgrade Capital Project #470042-100000 no longer needed to the E-Gov Initiatives - Mobile Application Project #470050-100001. Including this modification, the aggregate contract total amount is $166,150.00.
EMERGENCY:
Emergency action is requested to expedite authorization of this contract modification in order to continue mobile applications professional services from the vendor at the negotiated prices.
CONTRACT COMPLIANCE:
Vendor Name: eProximiti LLC CC#:/FID#: 26-3819117 Expiration Date: 5/17/2013
Title
To authorize the Director of the Department of Technology to modify a contract with eProximiti LLC for mobile applications professional services; to authorize the transfer of appropriations and cash between projects in the Information Services Bonds Fund; to amend the 2011 Capital Improvements Budget; to waive the competitive bidding provisions of Columbus City Code; to authorize the expenditure of $146,400.00 from the Information Services Division, Capital Improvement Bonds Fund; and to declare an emergency. ($146,400.00)
Body
WHEREAS, this legislation authorizes the Director of the Department of Technology to modify a contract with eProximiti LLC, for mobile applications professional services; and
WHEREAS, the contracted services coverage period is twelve months from the date of a certified purchase order issued from the City Auditor's Office, in the total amount of $146,400.00; and
WHEREAS, this ordinance requests approval of the services provided by eProximiti LLC, and to waive the competitive bidding provisions of Columbus City Code, under Section 329.; as it has been determined that eProximiti LLC will modify a contract with the Department of Technology; and
WHEREAS, this ordinance authorizes the appropriation and transfer of cash between capital projects within the Department of Technology Information Services Bonds Fund and will amend the 2011 Capital Improvement Budget (CIB), passed by Columbus City Council March 7, 2011, ordinance 0266-2011, to accommodate for the additional expenditure authorized by this ordinance, 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 modify a contract with eProximiti LLC for mobile applications professional services and to authorize this expenditure or so much thereof as required, thereby preserving 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 be and is hereby authorized to modify a contract with eProximiti LLC for mobile applications professional services, with a coverage period of twelve months from the date of a certified purchase order issued from the City Auditor's Office, in the total amount of $146,400.00.
SECTION 2: That the 2011 Capital Improvement Budget is hereby amended as follows to account for appropriations and transfer of funds between projects:
Department of Technology, Information Services Dept./Div. 47-02
Project Name/Number/Sub-fund Current CIB Amount Revised Amount Change
Accela Upgrade/Replacement:
470042-100000 (carryover) 02| $160,456| $14,056| ($146,400)
eGov Mobile Application
470050-100001 02| $0| $146,400| +$146,400
SECTION 3: That the City Auditor is hereby authorized and directed to transfer funds and appropriations within the Information Services Bonds Fund as follows:
Transfer from:
Dept./Div.:47-02| Fund: 514| Sub-fund: 002| OCA Code: 470042| Project Number: 470042-100000| Project Name: Accela Upgrade/Replacement| Obj. Level 1: 06| Obj. Level 3: 6655| Amount: $146,400 Information Services Bonds Fund
Transfer To:
Dept./Div.:47-02| Fund: 514| Sub-fund: 002| OCA Code: 470950| Project Number: 470050-100001| Project Name: eGov Mobile Application| Obj. Level 1: 06| Obj. Level 3: 6655| Amount: $146,400 Information Services Bonds Fund
SECTION 4: That the expenditure of $146,400.00 or so much thereof as may be necessary is hereby authorized to be expended from:
Dept./Div.:47-02| Fund: 514| Sub-fund: 002| OCA Code: 470950| Project Number: 470050-100001| Project Name: eGov Mobile Application| Obj. Level 1: 06| Obj. Level 3: 6655| Amount: $146,400.00 Information Services Bonds Fund
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 this ordinance authorizes a contract modification between eProximiti LLC and the Department of Technology, on behalf of the City of Columbus, and to waive the competitive bidding provisions of Columbus City Code, Section 329.06.
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.