Explanation
BACKGROUND:
This ordinance authorizes the Director of the Department of Technology (DoT) to enter into a contract with Axway, Inc. for the purchase of mobile application development services at a cost of $117,600.00. The Department of Technology has a need to purchase services to support the Mobile Application Upgrade project. The services included in this purchase are necessary to the management and development of the system and assist DoT in the developing expertise with and governance of the solution. The MyColumbus mobile application provides hundreds of services to constituents. The refuse, yard waste, and recycling collection reminders are one of the most popular services, which allow a resident to enter their address and then will receive a notice the day before the scheduled collection to remind them to put containers out to the curb. The app also provides constituents the ability to submit service requests to 311 while on the go, and can include photos of the issue which assists city staff in understanding the issue and expediting resolution. The app was created to centralize city services into a single app so the city does not have multiple mobile apps that constituents need to remember which app is for what purpose. The app allows access to job postings, traffic cam info, snow removal, school and business closings in addition to other city services. The upgrade services included in this ordinance are necessary to provide system administration, configuration, and tuning and to provide upgrades required by the app stores and the foundation the app was written on so that it remains compatible with and continues to work with the newer phones and operating systems. Apps are also required to remain up to date with app store upgrades in order to be permitted to submit new versions of your app. Without these services, the city cannot submit new versions of the app and the app will gradually cease to function. These services are necessary to assist the City in delivering mobile application services to constituents.
The Department of Technology is procuring this service through chapter 329.06 of Columbus City Code, pursuant to competitively bid solicitation RFQ005723. Five responses to the solicitation was received for the mobile application development services which opening June 29, 2017 at 11:00 a.m. After review of the proposals received, the recommendation is that the award be made to Axway, Inc. who was scored the highest of all the proposals and is the most responsive, responsible and best bidder.
Vendors: Final Score (out of 100 points):
Numeric Technologies Corp. 43.0
CWT Interactive 55.7
Gunner Technology 61.7
Infojini 66.3
Axway, Inc. 86.3
The proposal submitted by Axway, Inc. was selected and provided pricing at $117,600.00. The cost includes $45,000.00 for Remediation and Enhancement Services, $57,600.00 for Mobile App Steady State Production Support, and $5,000.00 for Appcelerator Platform Public Cloud and $10,000 for Appcelerator Additional Capacity Pack. The term of this agreement shall be one (1) year from the date of a certified purchase order from the Auditor's Office. This agreement is not subject to automatic renewal. However, upon mutual agreement, the services may be continued for two (2) additional one-year terms. Future renewals of this agreement shall require appropriation and authorization of funds by the Council of the City of Columbus solely in the event that the total annual expenditures under this contract exceed $117,600.00. Otherwise, the appropriation and authorization of funds shall be processed through issuance of a Purchase Order certified by the City Auditor and approved by all parties having jurisdiction thereof.
The MyColumbus mobile application enables the City to better communicate with residents and visitors, who increasingly access information using mobile devices. MyColumbus for the iPhone was released to the public in July 2011, and a Droid version of MyColumbus was released in October 2011. The Department of Technology continues to receive requests to enhance MyColumbus with additional information and features. This agreement will provide needed services to complete those enhancements.
EMERGENCY:
Emergency action is requested to expedite authorization of this contract in order to continue mobile applications services from the vendor at the negotiated prices.
FISCAL IMPACT:
In 2014 and 2015, the Department of Technology (DoT) expended $146,400.00 respectfully for development and enhancements to MyColumbus and mobile applications services. The cost for the 2017 mobile applications services is $117,600.00 as determined by RFQ005723. The funds to enter into this contract in the amount of $117,600.00, are available within the Department of Technology, InfoDivision Services Division, Information Services Operating Fund.
CONTRACT COMPLIANCE:
Vendor Name: Axway, Inc. - 6811 E. Mayo Blvd., Ste. 400 - Phoenix, AZ. 85054 CC#:/FID#: 86 - 0834866 Expiration Date: 12/7/2018
DAX Vendor account: # 010562
Title
To authorize the Director of the Department of Technology to enter into contract with Axway, Inc. for mobile applications services; to authorize the expenditure of $117,600.00 from the Department of Technology, Information Services Division, Information Services Operating Fund; and to declare an emergency. ($117,600.00)
Body
WHEREAS, this legislation authorizes the Director of the Department of Technology to enter into a contract with Axway, Inc., for mobile applications services; and
WHEREAS, the Department of Technology is procuring this service through chapter 329 of Columbus City Code, pursuant to solicitation RFQ005723. Five responses to solicitation was received for the purchase of mobile application development services. Axway, Inc. was scored the highest of all the proposals and is the most responsive, responsible and best bidder; and
WHEREAS, this agreement will provide for ongoing enhancements of the MyColumbus mobile application, and development of new mobile applications, as needed. The term of the agreement is for one year from the date of a certified purchase order from the Auditor's Office. The agreement includes options to renew for two additional one year terms, subject to mutual agreement and approval of proper City authorities. The total cost for the first year of the agreement is $117,600.00; 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 to enter into a contract with Axway, Inc., for mobile applications services and to authorize this expenditure or so much thereof as required, 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 enter into a contract with Axway, Inc., for mobile applications services. The term of the agreement is for one year from the date of a certified purchase order. The agreement includes options to renew for two additional one year terms, subject to mutual agreement and approval of proper City authorities. The total cost for the first year of the contract is $117,600.00.
SECTION 2: That the expenditure of $117,600.00 or so much thereof as may be necessary is hereby authorized to be expended from: (See Attachment: (3235-2017 EXP)
Dept.: 47| Div.: 47-02|Obj Class: 03 |Main Account: 63050 |Fund: 5100 |Sub-fund: 510001 |Program: IT002 |Section 3: 470201 | Section 4: IT03 | Amount: $117,600.00|
SECTION 3: 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 4: That the City Auditor is authorized to make any accounting changes to revise the funding source for all contracts or contract modifications associated with this ordinance.
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.