Explanation
This ordinance authorizes the Director of Technology (DoT) to modify and extend an existing agreement with ConvergeOne Inc. through extension of purchase order PO169580. There are no additional funds associated with this extension, rather, the extension makes the remaining funds on the above-named purchase order available for an additional year.
On April 15, 2019, Ordinance 0768-2019 authorized the Director of the Department of Technology to modify an existing contract with ConvergeOne for annual maintenance and support services, professional services, and related software and hardware in support of the City’s interactive voice response (IVR) system. The IVR system supports the City’s 311, Public Utilities Department (DPU), and Technology Department Help Desk call centers. While the funds approved for maintenance and support services, software and hardware have been exhausted, funds are still available on purchase order PO169580 (the PO established following passage of the above-noted ordinance) for professional services. These professional services funds are being used to augment city staff with the implementation, upgrade and coordination of IVR systems throughout the city.
The current expiration date on PO169580 is April 30, 2020. Passage of this ordinance will authorize extending this expiration date for one year, thus giving PO169580 an updated term of May 1, 2020 through April 30, 2021. Passage of this ordinance will also give DoT access to remaining funds on the purchase order. (As of April 2, 2020, PO169580 had a balance of $57,774.36).
Amount of additional funds to be expended: $0.00
Original contract amount (Ord. # 0177-2014): $112,342.51
Modifications (1-4) $466,338.60
Maintenance and support renewals $218,298.46
Modification #5 (Ord. # 0768-2019) $192,937.92
Modification #6 (this Ord. Ord # 0877-2020) $0.00
Total aggregate amount of contracts and modification(s): $989,917.49
CONTRACT COMPLIANCE
Vendor Name: ConvergeOne Inc.
FID/CC #: 41-1763228, Expiration Date: 10/31/2021
DAX Vendor #: 007864
EMERGENCY
Emergency action is requested to expedite authorization of this agreement/purchase order modification and extension in order to facilitate and maintain uninterrupted services from the vendor and so that these funds can be made available at the earlies possible date to avoid project delays.
FISCAL IMPACT
There are no additional funds associated with the ordinance.
Title
To authorize the Director of the Department of Technology to modify and extend an existing agreement with ConvergeOne Inc., through extension of purchase order PO169580 through April 30, 2021; to authorize the use of any remaining funds/unspent existing on purchase order PO169580; and to declare an emergency ($0.00)
Body
WHEREAS, on April 15, 2019, Ordinance 0768-2019 authorized the Director of the Department of Technology to enter into agreement with ConvergeOne Inc. for annual maintenance and support services, professional services, and related software and hardware in support of the City’s interactive voice response (IVR) system; and
WHEREAS, the term of the original agreement was May 1, 2019 through April 30, 2020; and
WHEREAS, the Department of Technology desires to extend this agreement through extension of purchase order PO169580 through April 30, 2021; and
WHEREAS, this extension will make available any remaining funds/unspent balance on purchase order PO169580; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Technology in that it is immediately necessary to authorize the Director of the Department of Technology to modify and extend an existing agreement with ConvergeOne, Inc., through the extension of purchase order PO169580, to allow for the successful completion of the data center upgrade project for the preservation of the public health, peace, property and 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 modify and extend an existing agreement with ConvergeOne, Inc. through extension of purchase order PO169580.
SECTION 2. That the extension of purchase order PO169580 through April 30, 2021 is hereby authorized.
SECTION 3. That the City Auditor is authorized to make any accounting changes to revise the funding source for all contracts or all 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 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.