Explanation
BACKGROUND:
This legislation will authorize the Department of Technology (DoT) to enter into contract with Resource One for services that support public access to the City's web sites, via the Internet. The contract authorized by this legislation will provide funding for Internet access fees, professional Web-based services, media services that enable video streaming capability, specialized web-maintenance training, and other services that help facilitate the provision of efficient and secure Internet services on a 24-hour; 7-day per week basis, under the direction of the Department of Technology. Currently, the City does not have the resources available to provide the entire scope of Web development and maintenance required to operate at the necessary level of service required by the public.
Recently, DoT received notification from OARnet, the current provider for web site services, announcing that existing web services to all of their customers will be discontinued as of 10/17/2003. This notification has caused DoT the need to immediately establish a contract with Resource One to continue necessary web site services without interruption.
Due to the timeliness and urgency of the notification from OARnet, causing an unforeseen emergency and keeping in the spirit of Columbus City Code Section 329.14, an informal bid process was utilized consisting of sending notification and bid information to nine (9) companies, including two (2) MBE's, as follows:
1. Resource One
2. Aardvark/Center ACOM
3. Oxcyon
4. Info Street
5. Citynet
6. Cyberpro
7. Interactive Ink
8. Cera.Net
9. Oddnet
On August 20, 2003 an evaluation team, comprised of three (3) voting members, completed an evaluation scoring process for all submitted proposals in accordance with the evaluation criteria established in the informal Request for Proposal (RFP). Out of this process Resource One offered the best services from an infrastructure, cost and support service perspective and ranked as the number one offerer.
Without this contract the City will loose the ability to provide web services Citywide and to the citizens of Columbus beginning October 17, 2003.
FISCAL IMPACT:
On July 28, 2003, ordinance #1872-2003, in the amount of $200,000.00, included web services provided by OARnet. Due to the notification from OARnet, DoT has cancelled $170,000.00 from AC020773 associated for services provided by Oarnet and established through ordinance #1872-2003, to provide for funds needed to continue the web services with Resource One. The estimated cost for this service, provided by Resource One, is $170,000.00. This cost covers the upfront move, hardware/software lease, maintenance, other software coverage, computer programming services and other professional services, with a coverage period from September 1, 2003 through January 31, 2004.
These funds are available within the Department of Technology, Information Services Division.
EMERGENCY:
There is an immediate need to establish a contract with Resource One to continue the web services, currently provided by OARnet, without service interruption.
CONTRACT COMPLIANCE NUMBER: 31-1419297 Expires: 03/29/2004
Title
To authorize and direct the Director of the Department of Technology to enter into contract with Resource One for the purchase of Internet access and Web support services for the Department of Technology, Information Services Division, to waive competitive bidding provisions of the Columbus City Code, to authorize the expenditure of $170,000.00 from the Information Services Fund, and to declare an emergency. ($170,000.00) (AMENDED BY ORD. 2435-2003 PASSED 10/6/2003)
Body
WHEREAS, This legislation will authorize the Department of Technology (DoT) to enter into contract with Resource One for services that support public access to the City's web sites, via the Internet, and
WHEREAS, The contract authorized by this legislation provides funding for Internet access fees, professional Web-based services, media services that enable video streaming capability, specialized web-maintenance training, and other services that help facilitate the provision of efficient and secure Internet services that are under the direction of the Department of Technology, and
WHEREAS, Currently, the City does not have the resources available to provide the entire scope of Web development and maintenance required to operate at the necessary level of service required by the public, and
WHEREAS, Recently, DoT received notification from OARnet, the current provider for web site services, announcing that existing web services to all of their customers will be discontinued as of 10/17/2003. This notification has caused DoT the need to immediately establish a contract with Resource One to continue necessary web site services without interruption, and
WHEREAS, Keeping in the spirit of Columbus City Code Section 329.14, an informal bid process was utilized consisting of sending notification and bid information to nine (9) companies, including two (2) MBE's, and
WHEREAS, Without this contract the City will loose the ability to provide web services Citywide and to the citizens of Columbus beginning October 17, 2003, and
WHEREAS, The legislation is necessary to fund said services and to authorize the expenditure of $170,000.00 for web services provided by Resource One, and
WHEREAS, Said services are required to support critical business projects for numerous City agencies supported by the Department of Technology, Information Services Division, and
WHEREAS, It is necessary to waive the competitive bidding requirement found in Columbus City Code 329 since there is not sufficient time to obtain formal proposals due to the urgency and timeliness of notification provided, and
WHEREAS, An emergency exists in the usual daily operation of the City in that it is immediately necessary to authorize this expenditure or so much thereof as required, 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 establish a contract for the purchase of Internet access and Web support services from Resource One, related to the provision of Internet connection services, Web hosting services, professional web support services with the coverage period from September 1, 2003 through January 31, 2004, in the amount of $170,000.00.
SECTION 2: That the expenditure of $170,000.00 or so much thereof as may be necessary is hereby authorized to be expended from:
Div.: 47-02|Fund: 514|OCA Code: 281832|Obj. Level 1: 03|Obj. Level 3: 3336|Amount: $111,124.00|
Div.: 47-02|Fund: 514|OCA Code: 281832|Obj. Level 1: 03|Obj. Level 3: 3305 |Amount: $6,000.00|
Div.: 47-02|Fund: 514|OCA Code: 281832|Obj. Level 1: 03|Obj. Level 3: 3347 |Amount: $10,000.00|
Div.: 47-02|Fund: 514|OCA Code: 281832|Obj. Level 1: 03|Obj. Level 3: 3358 |Amount: $16,020.00|
Div.: 47-02|Fund: 514|OCA Code: 281832|Obj. Level 1: 03|Obj. Level 3: 3367 |Amount: $17,480.00|
Div.: 47-02|Fund: 514|OCA Code: 281832|Obj. Level 1: 03|Obj. Level 3: 3372 |Amount: $376.00|
Div.: 47-02|Fund: 514|OCA Code: 281832|Obj. Level 1: 03|Obj. Level 3: 3308 |Amount: $9,000.00|
SECTION 3: That this agreement is made in accordance with the Bid Waiver provisions of Section 329.07(c) of the Columbus City Code.
SECTION 4: 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.