Explanation
BACKGROUND:
Passage of this ordinance will authorize the Directors of the Department of Technology and the Recreation and Parks Department to modify an existing contract (EL009662/EL010930) with The Active Network, LTD to increase funding in the amount of $5,500.00 for additional transaction fees, with all other terms and conditions remaining the same.
The existing contract EL010930 totaling $30,000.00 was authorized by ordinance 0548-2010 passed 6/07/2010 for the term period of 06/01/2010 through 05/31/2011,of which $25,200.00 was for transaction fees and $4,800.00 for implementation and training. The increase funding of $5,500.00 is needed to cover the cost of any additional transaction fees for registrations such as, but not limited to aquatics and camp for the Recreation and Parks Department. It was not forseen at the time the initial $30,000.00 was legislated that additional funding would be needed to cover anticipated increase in registration activity. The amount of the transaction fees are a percentage of transactions in the Active Network system and are estimated by the vendor based on system usage.
Currently, the Recreation and Parks Department utilizes a Class software application that has assisted with the automation of the Department's business and management operations. The system centralizes all data and provides; around-the-clock access for citizens to register for activities and facility rentals via the Internet, ID cards for individuals who participate in city events, marketing and informational tools that help keep the citizens informed of various programs and activities. It also provides resources for security measures at the city's recreation centers and swimming pools, among various other services.
This ordinance also requests to waive the competitive bidding provisions in accordance with Section 329 of the Columbus City Code, to continue services with The Active Network, LTD. Active Network currently has the contract through May 31, 2011, therefore it would not be in the best interest of the city to bid out the additional service/transaction fee expense.
FISCAL IMPACT:
In 2007, $20,931.00 was expended for maintenance and support services provided by Class Software Solutions, now known as The Active Network, LTD. During 2009, $66,452.06 was legislated for upgrades, maintenance support extension and associated fees: ($31,592.75 maintenance and support/extension; $20,276.00 for upgrades and $14,583.31 for transaction fees). Earlier this year $30,000.00 was legislated ($25,500.00 for transaction fees and $4,800.00 for implementation and training). With this modification increase of $5,500.00, it will bring the aggregate transaction fee total to $45,583.31 and contract total to $122,883.06. Funds are available in the 2010 Department of Technology Information Service Fund direct charge budget.
EMERGENCY:
Emergency legislation is requested in order to expedite the contract modification and a certified purchase order for additional transactions fees for the Department of Recreation and Parks before year end closing.
CONTRACT COMPLIANCE:
Vendor: The Active Network, LTD CC#: 98-0160721 Expiration date: 12/04/2010
Title
To authorize the Directors of the Department of Technology and the Department of Recreation and Parks to modify an existing contract and increase funding for additional transaction fees for the Class software application with The Active Network, LTD; to waive the competitive bidding provisions of the Columbus City Code; to authorize the expenditure of $5,500.00 from the Department of Technology Information Service Fund; and to declare an emergency. ($5,500.00)
Body
WHEREAS, the Department of Technology and Recreation and Parks Department have a need to modify an existing contract with The Active Network, LTD and increase funding for additional transaction fees of $5,500.00, to continue services being provided; with all other terms and conditions remaining the same; and
WHEREAS, Class software is an application (converted to a vendor-hosted environment) utilized by the Department of Recreation and Parks, that provides for citizens to register for activities and facility rentals via the Internet, ID cards for individuals who participate in city events, marketing and informational tools that help keep the citizens informed of various programs and activities; and provides resources for security measures at the city's recreation centers and swimming pools, among various other services; and
WHEREAS, this contract modification also requests approval to waive the competitive bidding provisions in accordance with the Columbus City Code, Section 329.06 to continue services provided by The Active Network, LTD; and
WHEREAS, an emergency exists in the usual daily operation of the city in that it is immediately necessary to authorize the Directors of the Department of Technology and the Recreation and Parks Department to modify an existing contract with The Active Network, LTD to increase funding for additional transaction fees to provide uninterrupted service, maintenance and support, 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 Directors of the Department of Technology and the Department of Recreation and Parks be and is hereby authorized to modify an existing contract and increase funding for additional transaction fees for the Class software application with the The Active Network, LTD in the amount of $5,500.00; with all other terms and conditions remaining the same.
SECTION 2: That the expenditure of $5,500.00 or so much thereof as may be necessary is hereby authorized to be expended from:
|Div.: 47-01|Fund:514|Sub-fund: 010|OCA Code: 510147|Obj. Level 1: 03|Obj. Level 3: 3369| Amount: $5,500.00|
SECTION 3: That the City Auditor is authorized to make any changes to revise the funding source for any contract or contract modifications associated with this ordinance.
SECTION 4: That this ordinance requests to waive the competitive bidding provisions of Section 329.06 of the Columbus City Code.
SECTION 5: 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.