Explanation
BACKGROUND:
This ordinance authorizes the Director of the Department of Technology to modify an agreement with Information Builders, Inc., to purchase software licensing, maintenance and support, and training services. The original three-year agreement (EL013089) ending June 30, 2015, was authorized by ordinance 0768-2012, passed June 25, 2012. That agreement was most recently renewed by authority of ordinance 1193-2013, passed July 1, 2013, through purchase order EL014627. By mutual agreement and approval of proper City authorities, the agreement allows for contract modifications.
The cost of this modification is $117,094.80, and will provide: new software licenses and first year support to enable business intelligence application testing ($85,444.80), additional training services in support of ongoing projects ($16,650.00), and as-needed professional services to build DoT capacity to support the business intelligence solution ($15,000.00). The coverage term period of this contract agreement is from the date of a purchase order certified by the Columbus City Auditor's Office through June 30, 2015. This modification was anticipated in response to growing use of the business intelligence platform, and future modifications are anticipated as funding becomes available to provide this technology to other City departments. The original agreement is for three years and was awarded pursuant to RFP SA004076; given the existing agreement with Information Builders and the recent competitive procurement, it is not in the City's best interest to procure the services associated with this modification through alternate means. The pricing for software and services was negotiated with Information Builders.
The original agreement was awarded pursuant to solicitation SA004076, but required a bid waiver because the award occurred after the expiration of the proposal, requiring amendment to the original proposal submitted by Information Builders. Given this amendment to the original proposal, this ordinance requests a waiver of competitive bidding requirements of Columbus City Code, in accordance with section 329.27.
This ordinance also authorizes the appropriation and transfer of cash from other projects within the Information Services Bond Fund, and will amend the 2013 Capital Improvement Budget (CIB), passed April 1, 2013, Ordinance No. 0645-2013, to accommodate for the additional expenditure authorized by this ordinance.
FISCAL IMPACT:
In 2012, the Department of Technology (DoT) legislated $315,996.00 (via Ord. 0768-2012) and $268,609.00 (via Ord. 1491-2012) respectively with Information Builders, Inc Earlier this year (2013), the Department of Technology (DoT) legislated $29,810.57 (via Ord. 1193-2013). The cost for the 2013 modification for the purchase of software licensing, maintenance and support, and training services is $117,094.80. Funds are budgeted and available in the Department of Technology, Information Services Division, Capital Improvement Bond Fund. The aggregate total contract amount including this renewal, is $731,510.37.
EMERGENCY:
Emergency action is requested to expedite authorization of this contract in order to initiate services from the supplier at the prices proposed.
CONTRACT COMPLIANCE:
Vendor: Information Builders, Inc. C.C# : 13-2807185 Expiration Date: 11/4/2013
Title
To authorize the Director of the Department of Technology to modify a contract agreement with Information Builders, Inc., for the purchase of software licensing, maintenance and support, and training; to waive the competitive bidding provisions of the Columbus City Code; to authorize the expenditure of $117,094.80 from the Department of Technology, Information Services Division, Capital Improvement Bond Fund; and to declare an emergency. ($117,094.80)
Body
WHEREAS, this ordinance authorizes the Director of the Department of Technology to modify a contract agreement with Information Builders, Inc., for the purchase of software licensing, maintenance and support, and training; and
WHEREAS, the original three-year agreement (EL013089) ending June 30, 2015, was authorized by ordinance 0768-2012, passed June 25, 2012. That agreement was subsequently modified by authority of ordinance 1491-2012, passed September 10, 2012, through purchase orders EL013598 and EL013599; and
WHEREAS, this modification was anticipated in response to growing use of the business intelligence platform, and future modifications are anticipated as funding becomes available to provide this technology to other City departments. The original agreement is for three years and was awarded pursuant to RFP SA004076; given the existing agreement with Information Builders and the recent competitive procurement, it is not in the City's best interest to procure the services associated with this modification through alternate means. The pricing for software and services was negotiated with Information Builders; and
WHEREAS, the cost of this modification is $117,094.80, and will provide: new software licenses and first year support to enable business intelligence application testing ($85,444.80), additional training services in support of ongoing projects ($16,650.00), and as-needed professional services to build DoT capacity to support the business intelligence solution ($15,000.00). The coverage term period of this contract agreement is from the date of a purchase order certified by the Columbus City Auditor's Office through June 30, 2015; and
WHEREAS, the original agreement was awarded pursuant to solicitation SA004076, but required a bid waiver because the award occurred after the expiration of the proposal, requiring amendment to the original proposal submitted by Information Builders. Given this amendment to the original proposal, this ordinance requests a waiver of competitive bidding requirements of Columbus City Code, in accordance with section 329.27; and
WHEREAS, this ordinance also authorizes the appropriation and transfer of cash from other projects within the Information Services Bond Fund, and will amend the 2013 Capital Improvement Budget (CIB), passed April 1, 2013, Ordinance No. 0645-2013, to accommodate for the additional expenditure authorized by this ordinance; and
WHEREAS, an emergency exists in the usual daily operations of the City of Columbus, Department of Technology, in that it is immediately necessary for the Director of the Department of Technology to modify a contract agreement with Information Builders Inc., to purchase software licensing, maintenance and support, and training services, 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 agreement with Information Builders, Inc., to purchase software licensing, maintenance and support, and training services. The original three-year agreement (EL013089) ending June 30, 2015, was authorized by ordinance 0768-2012, passed June 25, 2012. The cost of this modification is $117,094.80, and will provide: new software licenses and first year support to enable business intelligence application testing ($85,444.80), additional training services in support of ongoing projects ($16,650.00), and as-needed professional services to build DoT capacity to support the business intelligence solution ($15,000.00). The coverage term period of this contract agreement is from the date of a purchase order certified by the Columbus City Auditor's Office through June 30, 2015.
SECTION 2: That the 2013 Capital Improvement Budget is hereby amended as follows for this expenditure:
Department of Technology, Information Services Dept./Div. 47-02
Information Services Bond Fund #514
Project Name/Number/Subfund Current CIB Amount Revised Amount Amount Change
Enterprise System Upgrades:
470047-100000 / 002 $600,422 $350,422 ($250,000)
Business Intelligence Project:
470047-100004 / 002 $0 $250,000 $250,000
SECTION 3: That the City Auditor is hereby authorized and directed to transfer funds and appropriation within the Information Services Bond Fund as follows:
FROM:
Dept./Div. 47-02| Fund 514| Subfund: 002| Project Number: 470047-100000| Project Name: Enterprise System Upgrades| OCA Code: 514047|OBJ Level 1: 06|OBJ Level 3: 6655| Amount: $250,000.00
TO:
Dept./Div. 47-02| Fund 514| Subfund: 002| Project Number: 470047-100004| Project Name: Business Intelligence Project| OCA Code: 514474|OBJ Level 1: 06|OBJ Level 3: 6655| Amount: $250,000.00
SECTION 4: That the expenditure of $117,094.80 or so much thereof as may be necessary is hereby authorized to be expended from the Department of Technology, Information Services Division, Capital Improvement Bond Fund, is hereby authorized as follows:
Dept./Div.: 47-02|Fund: 514|Subfund: 002|Project Name: Business Intelligence Project|Project Number: 470047-100004(CARRYOVER)|OCA Code: 514474|Obj. Level 1: 06 |Obj. Level 3: 6655|Amount: $21,591.00|
Dept./Div.: 47-02|Fund: 514|Subfund: 002|Project Name: Business Intelligence Project|Project Number: 470047-100004|OCA Code: 514474|Obj. Level 1: 06 |Obj. Level 3: 6655|Amount: $95,503.80|
SECTION 5: 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 6: 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 7: That the City Auditor is hereby authorized to transfer the unencumbered balance in a project account to the unallocated balance account within the same fund upon receipt of certification by the Director of the Department administering said project that the project has been completed and the monies are no longer required for said project.
SECTION 8: That this ordinance requests to waive the competitive bidding provisions of the Columbus City Codes Section 329.07.
SECTION 9: 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.