Explanation
BACKGROUND:
This ordinance authorizes the Director of the Department of Technology to modify an agreement with Experis US Inc., for professional services to enhance the City's internet sites. The original agreement (EL011941) was authorized by ordinance 0955-2011, passed July 11, 2011, providing for service through June 30, 2014. The agreement was subsequently modified by authority of ordinance 0937-2012, passed July 23, 2012, through purchase order EL013487. All other terms and conditions of the original agreement are unchanged, including the following hourly rates: $95.00 for web development, $100.00 for web project management, $90.00 for web business analysis, and $80.00 for web usability and graphics.
The amount of this modification is $248,935.00, with an extended term period for one year through June 30, 2015. While these needs (to support the Web re-branding and upgrade projects) were known at the time of the original agreement, specific requirements and associated costs were not. Additional information is now available, enabling cost estimates for the work required. The City has an existing three-year agreement due to expire June 30, 2014 with Experis to provide the needed professional services, awarded through solicitation SA003912. To ensure continuity in the consultants currently working with the City, it is in the City's best interests to obtain these services through the existing agreement with Experis. The cost of these services reflect the pricing proposed in response to the solicitation, as well as the estimates of service hours required to complete the needed work.
Also, this ordinance requests approval to continue services provided by Experis US Inc. and to waive the competitive bidding provisions of Columbus City Codes, Chapter 329.
This ordinance also authorizes the appropriation of funds and transfer of appropriation and cash from other projects within the Information Services Bonds Fund, and will amend the 2014 Capital Improvement Budget (CIB), passed by Columbus City Council March 31, 2014 via ordinance #0683-2014, to accommodate for the additional expenditure authorized by this ordinance.
EMERGENCY:
Emergency designation is requested to immediately facilitate prompt execution of this contract for the provision of website rearchitecture services.
FISCAL IMPACT:
Approval of this ordinance will allow for funding in the amount of $248,935.00. The funding needed for this expenditure/ordinance will come from transferring funds from Department of Technology, Information Services Division, Capital Project # 470037-100000 (47-02 Disaster Recovery Phase II), in the amount of $229,090.38 and $19,844.62 from various other projects as identified in Section 4 of this ordinance to Capital Project # 470050-100000 (47-02 E-Gov, subfunds 02 and 03), in the amount of $248,935.00, within the Department of Technology, Information Services Division, Capital Improvement Bond Fund. With this modification, the aggregate contract total will be $631,584.05.
CONTRACT COMPLIANCE:
Vendor Name: Experis US Inc. C.C.#: 75-1300240 Expiration Date: 6/25/2015
Title
To amend the 2014 Capital Improvement Budget; to authorize the appropriation of funds and the transfer of appropriations and cash between projects in the Department of Technology, Information Services Division, Capital Improvement Bond Fund; to authorize the Director of the Department of Technology to modify an agreement with Experis US Inc., for professional services to enhance the City's internet sites; to waive the competitive bidding provisions of Columbus City Code; to authorize the expenditure of $248,935.00 from the Department of Technology, Information Services Division, Capital Improvement Bond Fund; and to declare an emergency. ($248,935.00)
Body
WHEREAS, it is necessary for the Director of the Department of Technology to modify an agreement with Experis US Inc., for professional services to enhance the City's internet sites. The term period for this modification to the agreement will be for one year through June 30, 2015. Experis US Inc. will deliver the needed services at a cost not to exceed $248,935.00; and
WHEREAS, the original agreement (EL011941) was authorized by ordinance 0955-2011, passed July 11, 2011, providing for service through June 30, 2014. The agreement was subsequently modified by authority of ordinance 0937-2012, passed July 23, 2012, through purchase order EL013487. All other terms and conditions of the original agreement are unchanged, including the following hourly rates: $95.00 for web development, $100.00 for web project management, $90.00 for web business analysis, and $80.00 for web usability and graphics; and
WHEREAS, this ordinance requests approval to continue services provided by Experis US Inc., and to waive the competitive bidding provisions of Columbus City Code, Chapter 329; and
WHEREAS, this ordinance authorizes the appropriation of funds and the transfer of appropriation and cash from other projects within the Department of Technology Information Services Bonds Fund and will amend the 2014 Capital Improvement Budget (CIB), passed by Columbus City Council March 31, 2014, ordinance no. # 0683-2014, to accommodate for the additional expenditure authorized by this ordinance; and
WHEREAS, an emergency exists in the usual daily operation of the City in that it is immediately necessary for the Director of the Department of Technology to modify an agreement with Experis US Inc. for professional services to enhance the City's internet sites 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 CITY COUNCIL OF COLUMBUS:
SECTION 1: That the Director of the Department of Technology be and is hereby authorized to modify an agreement with Experis US Inc., for professional services to enhance the City's internet sites. The term period for this modification to the agreement will be for one year through June 30, 2015. Experis US Inc. will deliver the needed services at a cost not to exceed $248,935.00.
SECTION 2: That the City Auditor is hereby authorized and directed to appropriate $2,993.78 within the Information Services Bond Fund as follows:
Dept./Div.: 47-02| Fund: 514| Subfund: 003| Project Name: Unallocated Balance Fd 514| Project Number: 514999-100000 (B.A.B's carryover) | OCA Code: 514999| Obj. Level 1: 06 | Obj. Level 3: 6600| Amount: $2,993.78
SECTION 3: That the 2014 Capital Improvement Budget is hereby amended as follows to account for appropriations and transfer of funds between projects:
Department of Technology, Information Services Dept./Div. 47-02
Information Services Bonds Fund (carryover) #514:
Project Name/Number/Subfund Current CIB Amount Revised Amount Amount Change
47-02 Disaster Recovery Phase II:
470037-100000 /carryover /002 $400,000 $249,403 ($150,597)
47-02 Disaster Recovery Phase II:
470037-100000 /carryover /002 $249,403 $20,313 ($229,090)
47-02 e-Govt:
470050-100000/carryover /002 $-0- $229,090 $229,090
47-02 HVAC Upgrade:
470036-100000 /carryover /002 $7,278 $1 ($7,377)
47-02 Business Intelligence:
470047-100004/carryover /002 $34,177 $1 ($34,176)
47-02 e-Gov Mobile Application:
470050-100001 /carryover /002 $28,622 $4,683 ($23,939)
47-02 Microsoft Proj. Implementation:
470047-100006/carryover /002 $150,000 $215,492 $65,492
47-02 Police Infrastructure:
470047-100008 /carryover /002 $1,086,674 $462,849 ($623,825)
47-02 Enterprise System Upgrades:
470047-100000/carryover /002 $86,804 $861,226 $774,422
47-02 Accela Upgrade/Replacement:
470042-100000/carryover /002 $ -0- $167,860 $167,860
47-02 Unisys Migration Project:
470058-100000/carryover /002 $ -0- $75,000 $75,000
Build America Bonds (B.A.B.'s carryover) #514:
Project Name/Number/Subfund Current CIB Amount Revised Amount Amount Change
47-02 Server Virtualization:
470030-100001 /carryover /003 $ 153 $ -0- ($153)
47-02 Arlingate Facility- Roof Renov.:
470031-100001 /carryover /003 $2,328 $ -0- ($2,328)
47-02 HVAC Upgrade.:
470036-100000 /carryover /003 $8,211 $ -0- ($8,211)
47-02 Routing Equipment.:
470046-100002 /carryover /003 $ 802 $ -0- ($ 802)
47-02 Enterprise System Upgrades.:
470047-100000 /carryover /003 $ 138 $ -0- ($ 138)
47-02 Enterprise System Project- Security.:
470047-100002 /carryover /003 $ 383 $ -0- ($ 383)
47-02 Enterprise System Project- Asset Mgmt.:
470047-100003 /carryover /003 $339 $4,839 $4,500
47-02 Enterprise System Project- Asset Mgmt.:
470047-100003 /carryover /003 $4,839 $ -0- ($4,839)
47-02 Unallocated Balance Fd 514.:
514999-100000 /carryover /003 $2,964 $ 2,994 $30
47-02 Unallocated Balance Fd 514.:
514999-100000 /carryover /003 $2,994 $ -0- ($2,994)
47-02 e-Govt:
470050-10000/carryover /003 $- 0- $ 19,848 $ 19,848
SECTION 4: That the City Auditor is hereby authorized and directed to transfer funds and appropriations within the Information Services Bonds Fund as follows:
Transfer from:
Dept./Div.: 47-02| Fund: 514| Subfund: 003| Project Name: Server Virtualization| Project Number: 470030-100001 (B.A.B's carryover) | OCA Code: 514130| Obj. Level 1: 06 | Obj. Level 3: 6655| Amount: $152.18
Dept./Div.: 47-02| Fund: 514| Subfund: 003| Project Name: Arlingate Facility- Roof Renov.| Project Number: 470031-100001 (B.A.B's carryover) | OCA Code: 514313| Obj. Level 1: 06 | Obj. Level 3: 6655| Amount: $2,328.00
Dept./Div.: 47-02| Fund: 514| Subfund: 003| Project Name: HVAC Upgrade| Project Number: 470036-100000 (B.A.B's carryover) | OCA Code: 514036| Obj. Level 1: 06 | Obj. Level 3: 6655| Amount: $8,210.80
Dept./Div.: 47-02| Fund: 514| Subfund: 003| Project Name: Routing Equipment| Project Number: 470046-100002 (B.A.B's carryover) | OCA Code: 514246| Obj. Level 1: 06 | Obj. Level 3: 6655| Amount: $801.20
Dept./Div.: 47-02| Fund: 514| Subfund: 003| Project Name: Enterprise System Upgrades| Project Number: 470047-100000 (B.A.B's carryover) | OCA Code: 514147| Obj. Level 1: 06 | Obj. Level 3: 6655| Amount: $137.16
Dept./Div.: 47-02| Fund: 514| Subfund: 003| Project Name:Enterprise System Project- Security Project| Project Number: 470047-100002 (B.A.B's carryover) | OCA Code: 514247| Obj. Level 1: 06 | Obj. Level 3: 6655| Amount: $382.50
Dept./Div.: 47-02| Fund: 514| Subfund: 003| Project Name: Enterprise System Project- Asset Management| Project Number: 470047-100003 (B.A.B's carryover) | OCA Code: 514347| Obj. Level 1: 06 | Obj. Level 3: 6655| Amount: $4,839.00
Dept./Div.: 47-02| Fund: 514| Subfund: 003| Project Name: Unallocated Balance Fd 514| Project Number: 514999-100000 (B.A.B's carryover) | OCA Code: 514999| Obj. Level 1: 06 | Obj. Level 3: 6655| Amount: $2,993.78
Dept./Div.: 47-02| Fund: 514| Subfund: 002| Project Name: 47-02 Disaster Recovery Phase II| Project Number: 470037-100000 (carryover) | OCA Code: 470037| Obj. Level 1: 06 | Obj. Level 3: 6655| Amount: $229,090.38 (ISD)
Transfer To:
Dept./Div.: 47-02| Fund: 514| Subfund: 003| Project Name: 47-02 e-Gov| Project Number: 470050-100000 (carryover) | OCA Code: 514050|Obj. Level 1: 06 | Obj. Level 3: 6655| Amount: $19,844.62 (B.A.B.'s)
Dept./Div.: 47-02| Fund: 514| Subfund: 003| Project Name: 47-02 e-Gov| Project Number: 470050-100000 (carryover) | OCA Code: 470050| Obj. Level 1: 06 | Obj. Level 3: 6655| Amount: $229,090.38 (ISD)
SECTION 5: That the expenditure of $248,935.00 or so much thereof as may be necessary is hereby authorized to be expended from:
Dept./Div.: 47-02| Fund: 514| Subfund: 003| Project Name: 47-02 e-Gov| Project Number: 470050-100000 (carryover) | OCA Code: 514050| Obj. Level 1: 06 | Obj. Level 3: 6655| Amount: $19,844.62 (B.A.B's)
Dept./Div.: 47-02| Fund: 514| Subfund: 002| Project Name: 47-02 e-Gov| Project Number: 470050-100000 (carryover) | OCA Code: 470050| Obj. Level 1: 06 | Obj. Level 3: 6655| Amount: $229,090.38 (ISD)
SECTION 6: 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 7: 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 8. That the City Auditor is hereby authorized to transfer the unencumbered balance in a project account to the unallocated balance account within the same fund upon receipt of certification by the Director of the department administering said project that the project has been completed and the monies are no longer required for said project.
SECTION 9: That this ordinance authorizes a contract modification between Experis US Inc. and the Department of Technology, on behalf of the City of Columbus, and to waive the competitive bidding provisions of Columbus City Code, Chapter 329.
SECTION 10: 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.