Explanation
BACKGROUND:
This legislation authorizes the Director of the Department of Technology (DoT) and the Director of the Human Resources Department, to renew and modify two annual software maintenance and support agreements with Intellinetics, Inc., for a document management system in to one contract. The first agreement (EL005006) was originally authorized by authority of ordinance 2051-2004, passed November 22, 2004. The agreement was most recently renewed by authority of ordinance 0802-2011, passed June 13, 2011. The cost of the modification is $1,800.00 for the period April 1, 2012 through March 31, 2013, and will incorporate maintenance and support for the document management system utilized by the Employee Benefits/Risk Management section, which is currently provided through a separate agreement with Intellinetics.
The second agreement (EL009053) was originally authorized by ordinance 1896-2008, passed in December 2008. The agreement was most recently renewed through purchase order ED042507, certified November 8, 2010. The renewal of this agreement will provide for software maintenance and support services for the document management system utilized as part of the Columbus Human Resources Information System (CHRIS), for the period February 4, 2012 through March 31, 2013 at a cost of $6,488.01. The modification of this agreement will incorporate software maintenance and support services for the document management system utilized by the Human Resources Employee Benefits/Risk Management section, for a combined total cost of $8,288.01.
Consolidating the agreements will streamline DoT contract management; bring both aforementioned agreements co-terminus under one annual software maintenance and support agreement and ensure that the contract is renewed in a timely manner.
This ordinance also requests approval to continue services provided by Intellinetics, Inc. in accordance with Section 329 of the Columbus City Code; as it has been determined that Intellinetics, Inc. is the sole manufacturer of Intellivue (the document management system utilized by CHRIS), and does not authorize resellers to provide software maintenance and support to existing Intellinetics customers.
EMERGENCY DESIGNATION:
This ordinance is submitted as an emergency so that the execution of the contract and the establishment of a purchase order can be completed before the auditor's office year end closing and ensure that payment can be made to the vendor in a timely manner.
FISCAL IMPACT:
During fiscal years 2010 and 2011, the Department of Technology expended $7,425.00 each year for software maintenance and support from Intellinetics, Inc for both contracts. The cost associated with this contract renewal is $8,288.01 for software maintenance and support. Funding in the amount of $8,288.01 is budgeted and available within the 2011 Department of Technology, Information Services Division, Internal Service Fund. Including this modification renewal, the aggregate combined contract amount for software maintenance and support is $32,763.01.
CONTRACT COMPLIANCE:
Vendor: Intellinetics, Inc. C.C#: 31 - 1491111 Expiration Date: 8/30/2012
Title
To authorize the Director of the Department of Technology and the Director of the Human Resources Department, to renew and modify an annual software maintenance and support contract with Intellinetics, Inc. for a document management system utilized by the Human Resources Employee Benefits/Risk Management division and also as part of the Columbus Human Resources Information System (CHRIS); to waive the competitive bidding provisions of the Columbus City Code; to authorize the expenditure of $8,288.01 from the Department of Technology, Information Services Division, Internal Service Fund; and to declare an emergency ($8,288.01).
Body
WHEREAS, this legislation authorizes the Director of the Human Resources Department and the Director of the Department of Technology to renew and modify a software maintenance and support contract with Intellinetics Inc, for a document management system utilized by the Human Resources Employee Benefits/Risk Management Division and also as part of the Columbus Human Resources Information System (CHRIS), and
WHEREAS, the renewal of this agreement will provide for software maintenance and support services for the document management system utilized as part of the Columbus Human Resources Information System (CHRIS), for the period February 4, 2012 through March 31, 2013, and
WHEREAS, the modification of this agreement will also incorporate software maintenance and support services for the document management system utilized by the Human Resources Employee Benefits/Risk Management section, for the period April 1, 2012 through March 31, 2013 , and
WHEREAS, this legislation also request to continue services provided by Intellinetics and to waive the competitive bidding provisions of Columbus City Code 329.06, and
WHEREAS, an emergency exists in the usual and daily operation of the Human Resources Department and the Department of Technology, in that it is immediately necessary for the Director of the Department of Technology and the Director of the Human Resources Department to establish an annual maintenance and support contract with Intellinetics, Inc. to bring two (2) maintenance agreements co-terminus and avoid interruption of services for the daily operation, activities, thereby preserving the public health, peace, property, safety and welfare; now, therefore:
BE IT ORDAINED BY THE CITY COUNCIL OF COLUMBUS:
SECTION 1: That the Director of the Human Resources Department and the Director of the Department of Technology be and is hereby authorized to renew and modify contracts ( bring two (2) maintenance agreements co-terminus) with Intellinetics, Inc., for software maintenance and support services utilized by the Human Resources Employee Benefits/Risk Management Division and also as part of the Columbus Human Resources Information System (CHRIS), for a coverage term period from February 4, 2012 through March 31, 2013 and April 1, 2012 through March 31, 2013 under one contract.
SECTION 2: That the expenditure of $8,288.01 or so much thereof as may be necessary is hereby authorized to be expended from:
Division: 47-01|Fund: 514|Sub-fund: 502|OCA Code: 514502|Obj. Level 1:03|Obj. Level 3: 3369|Amount: $1,800.00
Division: 47-02|Fund: 514|Subfund: 001|OCA Code: 470202| Obj. Level 1:03|Obj. Level 3: 3369|Amount: $6,488.01
SECTION 3: That the City Auditor is authorized to make any changes to revise the funding source for any contract or contracts modifications associated with this ordinance.
SECTION 4. That in accordance with Section 329.27 of the Columbus City Code, this Council finds the best interest of the city is served by waiving, and does hereby waive Sections 329.06 (Formal Competitive Bidding) of the Columbus City Code.
SECTION 5: That for the reasons stated in the preamble hereto, which is hereby made a part hereof, this ordinance 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.