Explanation
BACKGROUND:
This ordinance authorizes the Director of the Department of Technology to enter into a one year agreement with G3 Technology Partners for services in support of the City's Interactive Voice Response (IVR) system. The IVR system supports the City's 311 and Utilities call centers, as well as the Technology Help Desk. Services provided under this agreement are annual maintenance and support services ($87,011.95), training services ($9,900.00), and professional services for emergency technical support ($6,800.00). These services are necessary to ensure continued functioning of the IVR system and to enhance DoT staff capabilities to support the system. The agreement is for the period April 1, 2013 to March 31, 2014, and the total cost of the agreement is $103,711.95.
These services have previously been provided to the City under a UTC (FL004507) awarded to G3 Technology Partners by authority of ordinance 1679-2009, passed December 7, 2009. The Departments of Technology and Finance & Management attempted to rebid this UTC through solicitation SA004730, which received three responses on January 10, 2013. Due to recent changes in the Interactive Intelligence (IVR system manufacturer) catalog that occurred after the bid specification was developed, the published bid specifications did not accurately identify the hardware, software and services items the City wanted to purchase. Consequently, bidders were not able to provide a complete and accurate response to the solicitation, so no award was made. As there is an immediate need to obtain critical support and training services, there is not sufficient time to publish another formal bid for these services and award a contract. This one year agreement with the current supplier, G3 Technology Partners, will allow sufficient time to update the bid specifications and obtain needed services through competitive procurement.
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.
EMERGENCY:
Emergency action is requested to expedite authorization of this contract in order to initiate services from the supplier at the negotiated prices.
FISCAL IMPACT:
In 2011 and 2012, the Department of Technology encumbered $134,368.75 and $112,853.52 respectively with G3 Technology Partners for the purchase of an Interactive Auto dialer software, training, professional services, maintenance and support for the IVR system. The cost associated with this legislation is $103,711.95, the funds are available within the Department of Technology, Information Services Division, Internal Services Fund and other fund agencies DoT direct charge budget.
CONTRACT COMPLIANCE:
Vendor Name: G3 Technology Partners C.C #/F.I.D #: 71 - 0957200 Expiration Date: 10/10/2013
Title
To authorize the Director of the Department of Technology, to enter into a one year agreement with G3 Technology Partners for services in support of the City's Interactive Voice Response (IVR) system; to waive the competitive bidding provisions of the Columbus City Codes; to authorize the expenditure of $103,711.95 from the Department of Technology, Information Services Division, Internal Services Fund; and to declare an emergency. ($103,711.95)
Body
WHEREAS, this legislation authorizes the Director of the Department of Technology, to enter into a one year agreement for the period April 1, 2013 to March 31, 2014 with G3 Technology Partners for services of annual maintenance and support services ($87,011.95), training services ($9,900), and professional services for emergency technical support ($6,800) totaling $103,711.95 in support of the City's Interactive Voice Response (IVR) system that supports the City's 311 and Utilities call centers, as well as the Technology Help Desk ; and
WHEREAS, 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; and
WHEREAS, an emergency exists in the usual daily operation of the City, in that it is immediately necessary to authorize the Director of the Department of Technology to enter into a one year agreement with G3 Technology Partners for services in support of the City's Interactive Voice Response (IVR) system; and to ensure that this project is not delayed, 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, is authorized to enter into a one year agreement with G3 Technology Partners for services in support of the City's Interactive Voice Response (IVR) system, in the amount of $103,711.95, with a coverage term period from April 1, 2013 through March 31, 2014.
SECTION 2: That the expenditure of $103,711.95 or so much thereof as may be necessary is hereby authorized to be expended from the Department of Technology, Information Services Division, Internal Services Fund and other fund agencies DoT direct charge budget, is hereby authorized as follows:
Dept./Div. 47-02| Fund 514| Sub-fund: 001| |OCA Code: 280735| Obj. Level 1: 03| Obj. Level 3: 3331| Amount: $9,900.00| {Training}
Dept./Div. 47-02| Fund 514| Sub-fund: 001| |OCA Code: 281816| Obj. Level 1: 03| Obj. Level 3: 3336| Amount: $6,800.00| {Professional Services}
Dept./Div. 47-01| Fund 514| Sub-fund: 550| |OCA Code: 514550| Obj. Level 1: 03| Obj. Level 3: 3372| Amount: $3,450.02| Electricity
Dept./Div. 47-01| Fund 514| Sub-fund: 600| |OCA Code: 514600| Obj. Level 1: 03| Obj. Level 3: 3372| Amount: $21,944.41| Water
Dept./Div. 47-01| Fund 514| Sub-fund: 650| |OCA Code: 514650| Obj. Level 1: 03| Obj. Level 3: 3372| Amount: $24,602.63| Sewers & Drains
Dept./Div. 47-01| Fund 514| Sub-fund: 675| |OCA Code: 514675| Obj. Level 1: 03| Obj. Level 3: 3372| Amount: $6,560.70| Stormwater
Dept./Div. 47-01| Fund 514| Sub-fund: 010| |OCA Code: 590147| Obj. Level 1: 03| Obj. Level 3: 3372| Amount: $13,051.80| Public Service
Dept./Div. 47-02| Fund 514| Sub-fund: 001| |OCA Code: 470202| Obj. Level 1: 03| Obj. Level 3: 3372| Amount: $17,402.39| DoT
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 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 5: That the competitive bidding provisions of the Columbus City Codes, Section 329.07 are hereby waived for the good cause shown.
SECTION 6: 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 approved nor vetoes the same.