Background
This ordinance authorizes the Finance and Management Director to modify a contract with Vinimaya Inc., for software hosted solutions related to the electronic procurement system for the Purchasing Office. Ordinance No. 1625-2017 authorized the Finance and Management Director to renew the contract with Vinimaya Inc. through mid-June 2018 for the continuation of hosted software solutions and professional services related to the vMarketPlace. This was the first of two renewal options.
The vMarketPlace is an electronic catalog administered by the Purchasing Office. It is made available to City staff, allowing them to purchase items from universal term contracts. Currently, there are over 200 contracts in the electronic catalog, with over 3 million distinct items. The electronic catalog aggregates catalog content from City contracts and externally manages the content for a single site.
This modification will upgrade the vMarketPlace to a new platform called Aquiire. Aquiire will provide three major improvements: the search function will be improved, users will be able to find better pricing before they check out, and purchase orders will be electronically delivered to punch-out vendors.
Improved Search Function. Aquiire’s search function will be much improved. It will return more targeted and more manageable search results, allowing end users to find the item they are looking for more quickly and efficiently. Additionally, the results will return easy-to-use key words that end users can click on to narrow their search further.
Alternative Supplier Pricing. As users go to check out, Aquiire will automatically present users with the same items from other UTC vendors at lower prices. With one click, end users can select the lower priced item, saving the City money in real time.
Supplier Connect. Currently, all vendors receive purchase orders through e-mail. Supplier Connect will allow purchase orders to be sent electronically back to a vendor’s e-commerce platform, eliminating the need for an employee to read an e-mail and key in our orders. This will lead to faster order fulfillment.
The cost of this modification is $56,666.00. These needs were not foreseen at the time of the original contract as alternative supplier pricing and Supplier Connect were not yet available. It would not be in the City’s best interest to bid these additional requirements. The functionality is integrally tied into the electronic catalogue function and could not be easily removed. Pricing was determined during lengthy negotiations with the Procurement Manager.
Fiscal Impact: This legislation authorizes the transfer and expenditure of $56,666.00 of funds and a contract modification with Vinimaya, Inc. for software hosted solutions related to the electronic procurement system for the Purchasing Office.
Emergency action is requested so that the existing contract can be modified and the City’s vMarketPlace can be upgraded as quickly as possible.
Title
To authorize the Finance and Management Director to modify an existing contract with the Vinimaya, Inc. for upgrades to the City’s vMarketPlace; to authorize the transfer of $56,666.00 within the General Fund; to authorize the expenditure of $56,666.00 from the General Fund; and to declare an emergency. ($56,666.00)
Body
WHEREAS, it is necessary to authorize the Finance and Management Director to modify a contract with Vinimaya, Inc., to provide upgrades and enhancements to the City’s vMarkePlace electronic catalog system; and
WHEREAS, this modification will upgrade the vMarketPlace to a new platform called Aquiire, which will provide three major improvements: the search function will be improved, users will be able to find better pricing before they check out, and purchase orders will be electronically delivered to punch-out vendors; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Finance and Management in that it is immediately necessary to authorize the Director to modify an existing contract with Vinimaya, Inc. for the upgrade of the City’s vMarketPlace electronic catalog, for the immediate preservation of 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 Finance and Management Director is hereby authorized to modify a contract with Vinimaya, Inc. for the upgrade of the City’s vMarketPlace electronic catalog system.
SECTION 2. That the transfer of $56,666.00 or so much thereof as may be needed, is hereby authorized within Fund 1000 General Fund, from Dept-Div 4507 Facilities Management Object Class 03 - Contractual Services to Dept-Div 4501 Financial Management, Object Class 03 - Contractual Services per the account codes in the attachment to this ordinance.
See Attached File: Ord 3080-2017 Legislation Template.xls
SECTION 3. That the expenditure of $56,666.00, or so much thereof as may be needed pursuant to the action authorized in SECTION 1, is hereby authorized in the General Fund 1000, in Object Class 03 - Contractual Services, per the accounting codes in the attachment to this ordinance.
See Attached File: Ord 3080-2017 Legislation Template.xls
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 for the reason stated in the preamble here to, 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.