Explanation
This Ordinance authorizes the Director of the Department of Technology, on behalf of the Columbus Public Health Department, to enter into a contract with Brown Enterprise Solutions for annual software license maintenance and support services for the Envision Connect system utilized by the Environmental Health unit. This contract was most recently renewed by authority of ordinance 1103-2023, passed May 1, 2023. This contract will be for one year, starting on June 30, 2024, and ending on June 29, 2025 at a cost of $170,741.49. This contract will not automatically renew. However, there are three optional one-year renewals, subject to the mutual agreement of interested parties and the authorization of funds by City Council.
There were 6 responsive bidders to RFQ027044. The bid submitted by Brown Enterprise Solutions was the second lowest bid. However, with application of the Office of Diversity and Inclusion’s (ODI) incentive discount, Brown’s bid was the lowest responsive bid. Bidding results are as follows:
BIDDER BID AMOUNT BEFORE ODI INCENTIVE DISCOUNT
|
vPrime Tech, Inc |
$168,896.83 |
|
Brown Enterprise Solutions |
$170,741.49 |
|
American Business Solutions |
$172,790.00 |
|
Kambrian Corporation |
$173,239.83 |
|
Planet Holding Inc. |
$173,242.50 |
|
Smart IT Pros |
$174,905.81 |
|
Ogis Communication Group |
$199,892.19 |
The Envision Connect system provides the Columbus Public Health Department the ability to operate the Environmental Health unit by providing an extensive array of services such as tracking and maintaining information associated with inspections, historical data of restaurants and other businesses, tracking sanitation standards data, vector control for mosquitoes, environmental reviews, accounts receivable/payable and billings as well as statistics and analysis regarding the Environmental Health unit. With authorization of this contract, the Health department will receive telephone support services, and software maintenance and support. Without this service, the Columbus Public Health Department would lose the ability to operate the Environmental Health unit, which could result in the failure to meet requirements mandated by the State of Ohio.
This ordinance also authorizes the expenditure of $170,741.49 for the above noted purpose.
FISCAL IMPACT
Funds for the purpose described above are budgeted and available in the 2024 Information Services operating budget.
CONTRACT COMPLIANCE
Vendor/CC no.: 010668
Expires: 2-2-2026
Title
To authorize the Director of the Department of Technology to enter into contract with Brown Enterprise Solutions on behalf of the Columbus Public Health Department, for software license maintenance and support services for the Envision Connect system; and to authorize the expenditure of $170,741.49 from the Health Department’s direct charge allocation of the Department of Technology, Information Services Operating Fund. ($170,741.49)
Body
WHEREAS, the Environmental Health unit of the Columbus Health Department uses Accela’s Envision Connect system on a daily basis; and
WHEREAS, the current contract for support of the Envision Connect system expires on June 29, 2024; and
WHEREAS, Brown Enterprise Solutions submitted the lowest and best bid after application of the Office of Diversity and Inclusion’s incentive discount; and
WHEREAS, the Director of the Department of Technology, on behalf of the Columbus Public Health Department wishes to contract with Brown Enterprise Solutions for annual software license maintenance and support services for the Envision Connect system; and
WHEREAS, the contract will be for one year, starting on June 30, 2024, and ending on June 29, 2025 at a cost of $170,741.49; and
WHEREAS, it is necessary to authorize the Director of the Department of Technology to contract with Brown Enterprise Solutions for software license maintenance and support services for the Envision Connect system for the preservation of the public health, peace, property and safety; 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 contract with Brown Enterprise Solutions for annual software license maintenance and support services for the Envision Connect system for the term of one year, beginning on June 30, 2024, and ending on June 29, 2025, at a cost of $170,741.49.
SECTION 2. That the expenditure of $170,741.49, or so much thereof as may be necessary, is hereby authorized to be expended as follows in the attachment to this ordinance. (See attachment 1194-2024EXP).
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 this ordinance shall take effect and be in force from and after the earliest period allowed by law.