Explanation
BACKGROUND:
This ordinance authorizes the Director of the Department of Technology to modify an agreement with T&M Associates for professional services to support the WarriorWatch application, utilized by the Department of Public Service and the public to track the City's response to snow storms. The original agreement (ED051145) was established July 1, 2014 to provide application development services. This modification will provide additional funding to provide application maintenance and support services, to be provided within one year of a certified purchase order, at a cost of $27,210.00. This amount includes a $15,000.00 contingency in the event that application support services exceed the amount currently anticipated. These services are needed to compensate for unexpected staff vacancies in the DoT GIS section. Without these services, DoT will be unable to resolve issues that may arise with the WarriorWatch application.
1. Amount of additional funds to be expended: $27,210.00
Original contract amount: $19,332.00
Amount of original contract and 1 modification: $46,542.00
2. Reason additional goods/services could not be foreseen:
Unforeseen staff vacancies in the GIS section require the need to obtain vendor provided application support services.
3. Reason other procurement processes are not used:
T&M Associates developed the WarriorWatch application for the City, therefore has specialized knowledge for supporting the application. Obtaining this service through other procurement processes would require additional costs for knowledge transfer from T&M to another vendor.
4. How cost of modification was determined:
Costs were negotiated with T&M.
This ordinance also requests to waive the competitive bidding provisions in accordance with section 329 of the Columbus City Code. As a result of unexpected staff vacancies in the DoT GIS section, there is not enough time to obtain formal bids. T&M Associates developed the WarriorWatch application for the City and has specialized knowledge for supporting the application.
EMERGENCY:
Emergency action is requested to expedite authorization of this contract in order to avoid interruption of software maintenance and support services for WarriorWatch.
FISCAL IMPACT:
Funds for this purchase with T&M Associates for professional services were identified and are available within the budget of the Department of Technology, Information Services Division, Internal Services Fund.
CONTRACT COMPLIANCE:
Vendor: T&M Associates CC# : 22 - 1806708 Expiration: 09/12/2016
Title
To authorize the Director of the Department of Technology to modify an agreement with T&M Associates for professional services to support the WarriorWatch application, utilized by the Department of Public Service and the public to track the City's response to snow storms; to waive the competitive bidding provisions of the Columbus City Code; to authorize the expenditure of $27,210.00 from the Department of Technology, Internal Services Fund; and to declare an emergency. ($27,210.00)
Body
WHEREAS, this ordinance authorizes the Director of the Department of Technology to modify an agreement with T&M Associates for professional services to support the WarriorWatch application, utilized by the Department of Public Service and the public to track the City's response to snow storms; and
WHEREAS, the original agreement (ED051145) was established July 1, 2014 to provide application development services; and
WHEREAS, this modification will provide additional funding to provide application maintenance and support services, to be provided within one year of a certified purchase order, at a cost of $27,210.00. This amount includes a $15,000.00 contingency in the event that application support services exceed the amount currently anticipated; and
WHEREAS, these services are needed to compensate for unexpected staff vacancies in the DoT GIS section. Without these services, DoT will be unable to resolve issues that may arise with the WarriorWatch application; and
WHEREAS, this ordinance requests a waiver of competitive bidding provisions in accordance with Chapter 329 of the Columbus City Code; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Technology in that it is immediately necessary to modify an agreement with T&M Associates to avoid interruption of service, thereby preserving the public health, property, peace, 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 is hereby authorized to modify an agreement with T&M Associates for professional services to support the WarriorWatch application, utilized by the Department of Public Service and the public to track the City's response to snow storms. This modification will provide additional funding to provide application maintenance and support services, to be provided within one year of a certified purchase order, at a cost of $27,210.00. This amount includes a $15,000.00 contingency in the event that application support services exceed the amount currently anticipated.
SECTION 2. That the expenditure of $27,210.00 or so much thereof as may be necessary is hereby authorized to be expended from:
Div.: 47-02|Fund: 514|Sub-fund: 001|OCA Code: 280743|Obj. Level 1: 03|Obj. Level 3: 3336|Amount: $12,210.00
Div.: 47-02|Fund: 514|Sub-fund: 001|OCA Code: 280743|Obj. Level 1: 03|Obj. Level 3: 3336|Amount: $15,000.00 {Contingency}
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 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. This ordinance requests a waiver of competitive bidding provisions of Chapter 329 of Columbus City Codes.
SECTION 6. 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.