Explanation
BACKGROUND:
This ordinance authorizes the Director of the Department of Technology to modify a contract with Information Builders, Inc., to purchase additional business intelligence (BI) software and professional services to assist in implementing a BI system for the Department of Public Utilities. The original three-year contract was authorized by ordinance 0768-2012, passed June 25, 2012, to provide funding for a BI project with the Department of Public Service. By mutual agreement and approval of proper City authorities, that agreement allows for contract modifications.
The Department of Technology entered into the original contract with Information Builders, Inc., in the amount of $370,000.00 (via Ord. No. 0768-2012), for the purchase of an enterprise business intelligence software system and the associated professional services for phase (1) of the Business Intelligence Project, for the Department of Public Service. The cost of this modification is $268,609.00 and will provide the software and services needed to meet DPUs needs for a BI system. This cost includes $65,341.00 for Information Builders software licensing, $13,068.00 for first year software maintenance and support (a recurring annual cost), and $190,200.00 for Information Builders professional services. This modification was anticipated as a subsequent phase to the BI project, and future modifications are anticipated as funding becomes available to provide this technology to other City departments. The original agreement is for three years and was awarded pursuant to RFP SA004076; given the existing agreement with Information Builders and the recent competitive procurement, it is not in the City's best interest to procure the services associated with this modification through alternate means. The pricing for software and services was negotiated with Information Builders.
This phase of the BI project will provide improved information delivery from DPU's systems supporting fiscal management, performance management, safety, asset management, operations and maintenance, and regulatory compliance. Improved information delivery from these systems will enable DPU managers to have more timely access to reliable information in support of decisions to improve the efficiency and effectiveness of services delivered to DPU customers.
The original contract was awarded pursuant to solicitation SA004076, but required a bid waiver because the award occurred after the expiration of the proposal, requiring amendment to the original proposal submitted by Information Builders. Given this amendment to the original proposal, this ordinance requests a waiver of competitive bidding requirements of Columbus City Code, in accordance with section 329.27.
FISCAL IMPACT:
Earlier this year the Department of Technology legislated $370,000.00 (Ord. No. 0768-2012; the original three-year contract was authorized by ordinance 0768-2012, passed June 25, 2012) with Information Builders, Inc., for the purchase of an enterprise business intelligence software system and the associated professional services for the Department of Public Service. The total cost of this ordinance is $268,609.00 and funds will come from the Department of Technology, Information Services Division, Capital Improvement Bond Fund from within the Enterprise System Project (ESP)- Business Intelligence Project (Project No. # 470047-100004; $78,409.00- software licensing and maintenance suppot) and from the Department of Technology, Internal Services Fund direct charge budget ($190,200.00 - professional services), totaling $268,609.00. The aggregate contract total amount including this modification is $584,605.00
EMERGENCY:
Emergency action is requested to expedite authorization of this contract in order to initiate services from the supplier at the prices proposed.
CONTRACT COMPLIANCE:
Vendor Name : Information Builders, Inc. C.C# : 13-2807185 Expiration Date: 11/4/2013
Title
To authorize the Director of the Department of Technology to modify a contract with Information Builders, Inc., to purchase additional business intelligence (BI) software and professional services to assist in implementing a BI system for the Department of Public Utilities in the amount of $268,609.00; to waive the competitive bidding provisions of the Columbus City Code; to authorize the expenditure of $268,609.00 from the Department of Technology, Information Services Division, Capital Improvement Bond Fund and the Department of Technology, Internal Services Fund; and to declare an emergency. ($268,609.00)
Body
WHEREAS, this ordinance authorizes the Director of the Department of Technology to modify a contract with Information Builders, Inc., to purchase additional business intelligence (BI) software and professional services to assist in implementing a BI system for the Department of Public Utilities; and
WHEREAS, the cost of this modification is $268,609.00 and will provide the software and services needed to meet DPUs needs for a BI system. This cost includes $65,341.00 for Information Builders software licensing, $13,068.00 for first year software maintenance and support (a recurring annual cost), and $190,200.00 for Information Builders professional services; and
WHEREAS, the original three-year contract was authorized by ordinance 0768-2012, passed June 25, 2012. The coverage term period of this modification/purchase order is one year from the date of a purchase order certified by the City Auditor's Office; and
WHEREAS, this phase of the BI project will provide improved information delivery from DPU's systems supporting fiscal management, performance management, safety, asset management, operations and maintenance, and regulatory compliance; and
WHEREAS, given this amendment to the original proposal, this ordinance requests a waiver of competitive bidding requirements of Columbus City Code, in accordance with section 329.27. and
WHEREAS, an emergency exists in the usual daily operations of the City of Columbus, Department of Technology, in that it is immediately necessary to modify a contract with Information Builders, Inc., to purchase additional business intelligence (BI) software and professional services to assist in implementing a BI system for the Department of Public Utilities, to avoid service interruption, 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 modify a contract with Information Builders, Inc., to purchase additional business intelligence (BI) software and professional services to assist in implementing a BI system for the Department of Public Utilities, in the amount of $268,609.00. This cost includes $65,341.00 for Information Builders software licensing, $13,068.00 for first year software maintenance and support (a recurring annual cost), and $190,200.00 for Information Builders professional services. The original three-year contract was authorized by ordinance 0768-2012, passed June 25, 2012, the coverage term period of this modification/purchase order is one year from the date of a purchase order certified by the City Auditor's Office.
SECTION 2: That the sum of $268,609.00 or so much thereof as may be necessary in regard to the action authorized in Section 1 is hereby authorized to be expended from the following:
($65,341.00):
Division 47-02| Fund: 514| Sub-fund: 002| OCA Code: 514474| Project Number: 470047-100004 | Project Name: Business Intelligence| Obj. Level 1: 06| Obj. Level 3: 6655| Amount: $65,341.00| Information Services Bond Fund| {software licensing} - DOT
($13,068.00):
Division 47-02| Fund: 514| Sub-fund: 002| OCA Code: 514474| Project Number: 470047-100004 | Project Name: Business Intelligence| Obj. Level 1: 06| Obj. Level 3: 6655| Amount: $13,068.00| Information Services Bond Fund| { year (1) maintenance fee} - DOT
($190,200.00):
Division 47-01| Fund 514| Subfund 550| OCA Code 514550| OBJ Level 1 03| OBJ Level 03 3336| Amount $11,602.20| {professional services} DOPW-Electricity/Power
Division 47-01| Fund 514| Subfund 600| OCA Code 514600| OBJ Level 1 03| OBJ Level 03 3336| Amount $73,797.60| {professional services} DOPW-Water
Division 47-01| Fund 514| Subfund 650| OCA Code 514650| OBJ Level 1 03| OBJ Level 03 3336| Amount $82,737.00| {professional services} DOSD - Sanitary Sewers
Division 47-01| Fund 514| Subfund 675| OCA Code 514675| OBJ Level 1 03| OBJ Level 03 3336| Amount $22,063.20| {professional services} Storm Water
TOTAL AMOUNT: $268,609.00
SECTION 3: 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 4: That this ordinance requests to waive the competitive bidding provisions of the Columbus City Codes Section 329.07.
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.