Explanation
This ordinance authorizes the City Auditor to appropriate and transfer funds within the general permanent improvement fund and authorizes the Director of Finance to modify a contract with Panorama Business Views, Inc. for the purchase of additional licenses and related licensing costs for the citywide performance management software system, and to purchase the pbviews internet publishing module to allow access to reports and briefing books to an unlimited number of users. This system allows for the storage, tracking and reporting of the City's performance data and provides the necessary tools for the City to manage its overall performance in relation to its strategic objectives. Performance management is a mayoral initiative and is targeted to address the following Principle of Progress contained in the Columbus Covenant: Deliver measurable, quality public services and results to our residents.
Additional licenses are needed to allow access to the software for all persons who are responsible for performance management functions, including directors, deputy directors, mayor's staff, fiscal officers, division administrators, budget staff and performance measure contacts. The internet publishing module will allow access to reports and briefing books to an unlimited number of users, including those who do not posses a license.
1. The additional funds needed for this modification amount to $42,070.00.
2. At the time the contract was established, the need for additional licenses was not foreseen. It was determined during the implementation process that additional licenses would allow a sufficient number of staff to utilize the software, thereby maximizing its effectiveness.
3. At the time the contract was established, the capabilities of the internet publishing module were not clear. Through implementation, it was determined that the publishing module would be the most effective method for non-licensed users to access software reports and briefing books, thereby allowing those without direct access to software to still review performance results and explanations.
4. It is in the city's best interest to modify this contract to add these additional licenses and the internet publishing module to enable more users, both licensed and unlicensed, to utilize the benefits of this system.
5. Pricing for these additional licenses, related licensing costs and the internet publishing module was established through a formal bid process in accordance with section 329.12 of the Columbus City Code and detailed within the existing contract language.
BID INFORMATION:
The original contract was established through a formal bid process in accordance with Columbus City Code section 329.12. A total of 226 vendors were solicited (194 majority, 17 MBE, 6 FBE, 9 MBR) through SA001019 with five responding to the bid, none of which were MBE, FBE or MBR. Two of the bids were deemed non-responsive to the bid specifications. A five-person committee evaluated the remaining three proposals in accordance with the evaluation criteria established in the RFP. Out of this process, Panorama Business Views, Inc. was ranked highest.
FISCAL IMPACT:
Funds are available for this transfer within the unallocated balance of the general permanent improvement fund. The cost of the original contract was $139,816.00. The additional funds needed for this modification are $42,070.00 bringing the total modified cost to $181,886.00. Funds are available within the Department of Finance general permanent improvement fund for this project.
EMERGENCY: Emergency legislation is requested in order to facilitate immediate purchase of these additional licenses, related licensing costs and internet publishing module in order to proceed with scheduled user training the week of October 4, 2004.
CONTRACT COMPLIANCE NUMBER: 52-2056160, Expiration: 12/22/06
Title
To authorize and direct the City Auditor to appropriate and transfer $38,729.84 within the general permanent improvement fund, to authorize the Director of the Department of Finance to modify a contract with Panorama Business Views, Inc. for the purchase of additional licenses and related software licensing costs for the citywide performance management software system, and to purchase the pbviews internet publishing module, to authorize the expenditure of $42,070.00 from the Department of Finance general permanent improvement fund and to declare an emergency. ($42,070.00 ).
Body
WHEREAS, This legislation will authorize the Director of the Department of Finance to modify a contract with Panorama Business Views, Inc. for the purchase of additional licenses and related licensing costs for the citywide performance management software system, and to purchase the pbviews internet publishing module; and
WHEREAS, funds for this modification are available within the unallocated balance of the general permanent improvement fund; and
WHEREAS, this system will allow for the storage, tracking and reporting of the City's performance data and provides the necessary tools for the City to manage its overall performance in relation to its strategic objectives; and
WHEREAS, Performance management is a mayoral initiative and is targeted to address the following Principle of Progress contained in the Columbus Covenant: Deliver measurable, quality public services and results to our residents; and
WHEREAS, an emergency exists in the usual daily operation of the City in that it is immediately necessary to authorize this appropriation, transfer and contract modification in order to proceed with scheduled user training the week of October 4, 2004, 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 from the unappropriated balance of the general permanent improvement fund, fund number 748, the amount of $38,729.84 is hereby appropriated to project number 748999, oca 945748, object level 1 - 10, object level 3 - 5501.
SECTION 2: That the City Auditor is hereby authorized and directed to transfer $38,729.84 within the general permanent improvement fund, fund number 748, from project number 748999 to project number 450003, oca 450003, object level 1 - 6, object level 3 - 6600.
SECTION 3: That the Director of the Department of Finance be and is hereby authorized to modify a contract with Panorama Business Views, Inc. for the purchase of additional licenses and related licensing costs for the citywide performance management software system, and to purchase the pbviews internet publishing module in an amount not to exceed $42,070.00.
SECTION 4: That the expenditure of $42,070.00 or so much thereof as may be necessary is hereby authorized to be expended from department 4501, fund 748, from project number 450003, oca 450003, object level 1-6, object level 3 - 6655.
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.