Explanation
BACKGROUND:
This legislation authorizes the Director of Technology, on behalf of the Public Service Department, to renew an annual agreement, for the City's 311 IVR (Interactive Voice Response) system, originally established by the Public Service Department, in the year of 2000 through contract CT-76031622 with Ameritech, who had utilized Softel Communications Inc. as a subcontractor to design the software application associated with this software support renewal. During that time and since Softel Communications Inc. designed and own the source code associated with the original application under the original agreement, it was determined that Softel Communications Inc. was a sole source provider in accordance with Chapter 329 of Columbus City Codes.
During fiscal year 2002 and through the evolution of the Department of Technology (DoT), on behalf of the Public Service Department, DoT acquired this software support agreement with Softel Communications Inc. In year 2002, DoT created an agreement via purchase order ED007591 in the amount of $18,017.00. Through purchase order EL003606, the parties executed a contract for related services, under authority of ordinance 1875-2003, passed July 28, 2003, in the amount of $25,524.00. This contract provides language that allows for renewals.
This renewal will provide support, enhancements, modifications and maintenance of components in the call-taking process and is mission-critical for the continued success of 311. Without the IVR system, 311 could not efficiently manage customer calls. The services associated with this renewal were anticipated at the time of executing the original contract. The cost of this modification was determined through a quote researched cost analysis.
FISCAL IMPACT: During 2004, $13,681.00 was expended toward support services related to the IVR system. In 2005, $14,389.00 was expended. Thus far this year, DoT has expended $900.00. Funding for this renewal, in the amount of $19,784.00, is budgeted and available within the 2006 Department of Technology's internal services fund's budget. Through this renewal, the City of Columbus, Department of Technology hereby increase a contract (established in the amount of $25,524.00) associated with purchase order EL003606; which will bring the total contract amount, including this renewal to $45,308.00.
EMERGENCY: Emergency legislation is requested to expedite authorization of this contract in order to facilitate uninterrupted services from the supplier.
CONTRACT COMPLIANCE NUMBER: 98-0359740 Expires: 11/15/2006
Title
To authorize the Director of the Department of Technology to renew a contract agreement with Softel Communications, Inc., on behalf of the Public Service Department, for software support services; to authorize the expenditure of $19,784.00 from the Department of Technology internal service fund; and to declare an emergency ($19,784.00)
Body
WHEREAS, the Department of Technology needs to provide software support services for the 311 Division's Interactive Voice Response (IVR) customer self-service software application, and
WHEREAS, the legislation authorizes the Director of the Department of Technology to renew a contract agreement with Softel Communications, Inc. for software support services, and
WHEREAS, said legislation further authorizes the expenditure of $19,784.00 for the coverage period through March 31, 2007; and
WHEREAS, said contract expenditure is required to provide a dedicated level of software maintenance and support to ensure that said IVR system capabilities perform properly and support necessary business requirements associated with the 311 IVR, and
WHEREAS, the contract provides language that allows for renewals on the contract anniversary or expiration date, and
WHEREAS, an emergency exists in the usual daily operation of the City in that it is immediately necessary to authorize the passage of this ordinance to continue uninterrupted support for services related to the 311 IVR system, 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 renew a contract for software support services from Softel Communications, Inc. related to daily operation associated with the 311 Interactive Voice Response (IVR) system.
SECTION 2: That the expenditure of $19,784.00 or so much thereof as may be necessary is hereby authorized to be expended from:
Div.: 47-01|Fund: 514| Subfund 010|OCA Code: 590147|Obj. Level 1: 03|Obj. Level 3: 3369|Amount: $19,784.00|
SECTION 3: 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