Explanation
BACKGROUND:
This legislation requests approval to amend Ordinance #1323-2006, passed by Columbus City Council on July 24, 2006, that authorized the Department of Technology, on behalf of the Divisions of Building Services and Neighborhood Services, to modify a contract with Accela; for upgrades, enhancements and updates to the computer system used by Columbus' One-Stop-Shop and related services; in accordance with the terms and conditions established in the original agreement.
After additional review and discussions, it has been determined and agreed by and between the City of Columbus and Accela, Inc. that there are additional needs that Accela, Inc. cannot provide. By utilizing a pre-established Universal Term Contract (UTC) and a bid state term contract, the Department of Technology has identified vendors that can provide the additional needs. The vendors and associated funds are as follows:
Hardware: $120,000 from Smart Solutions 34-1403269 expires 6-4-2007 - UTC #FL001717 expires 06-30-2007
Software: $80,000 from Software House International 22-3009648 - expires 11-9-2007 - bid state term contract #0A02011 expires 1-30-2007
Also, this legislation requests amendment to the 2006 Capital Improvement Budget Ordinance #1108-2006 previously passed on June 19, 2006; to reflect passage of Ordinance #0641-2006 that amended the 2005 CIB for the Fiber Optic Install project (#470041); that authorized the transfer of cash from one project to another to accommodate for the expenditure of $192,292.
FISCAL IMPACT: The Department of Technology has a need to reallocate $200,000.00 from an existing Auditor's Certificate (AC026076) originally established for Accela, Inc., in the amount of $2,360,000. Currently, AC026076, fund 514, project 470042 has $764,541.
EMERGENCY: Emergency legislation is requested to order and receive the hardware and software in conjunction with receiving the purchase from Accela, Inc; to continue daily operational needs, such as support; migration; and enhancements (hardware and software) of a computer system, according to timelines and deadlines negotiated.
Title
To amend Ordinance #1323-2006; to authorize the Finance & Management Director to establish a purchase order, on behalf of the Department of Technology for the Divisions of Building Services and Neighborhood Services, from a pre-established universal term contract with Smart Solutions and a bid state term contract with Software House International for hardware and software; to authorize the reallocation of $200,000.00 from an existing Auditor's Certificate (AC026076) associated with the Information Services Bond Fund; to amend the 2006 capital improvements budget in the amount of $192,292; and to declare an emergency. (AMENDED BY ORD. 1321-2008 PASSED 10/6/2008)
Body
WHEREAS, this legislation request approval to amend ordinance #1323-2006, passed by Columbus City Council on July 24, 2006, that authorized the Department of Technology, on behalf of the Divisions of Building Services and Neighborhood Services, to modify a contract with Accela; for upgrades, enhancements and updates to the computer system used by Columbus' One-Stop-Shop and related services; and
WHEREAS, after additional review and discussions, it has been determined and agreed by and between the City of Columbus and Accela, Inc. that there are additional needs that Accela, Inc. cannot provide; and
WHEREAS, by utilizing a pre-established Universal Term Contract (UTC) and a bid state term contract, the Department of Technology has identified vendors that can provide the additional needs; and
WHEREAS, the Department of Technology has a need to reallocate $200,000 from an existing Auditor's Certificate (AC026076) originally established for Accela, Inc., in the amount of $2,360,000. Currently, AC026076, fund 514, project 470042 has $764,541; and
WHEREAS, this legislation is amending the CIB previously passed, June 19, 2006 regarding Ordinance #0641-2006; that amended the 2005 CIB and did not get reflected in the 2006 CIB; and
WHEREAS, it is necessary to amend the 2006 Capital Improvements Budget to reflect a change not reflected in the 2006 Capital Improvements Budget; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Technology, in that it is immediately necessary to authorize the Finance and Management Director to establish a purchase order, on behalf of the Department of Technology for the Divisions of Building Services and Neighborhood Services, from a pre-established universal term contract with Smart Solutions and a bid state term contract with Software House International for hardware and software related to the One-Stop-Shop computer system, thereby preserving the public health, peace, safety, and welfare; now, therefore:
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1: That the Finance & Management Director is authorized to establish a purchase order, on behalf of the Department of Technology for the Divisions of Building Services and Neighborhood Services, from a pre-established universal term contract with Smart Solutions (FL001717) and a bid state term contract (0A02011) with Software House International for hardware and software.
SECTION 2: That the City Auditor is hereby authorized to reallocate the sum of $200,000 from an existing Auditor's Certificate (AC026076) originally established in the amount of $2,360,000 with Accela Inc.; but not needed for the associated contract modification, fund 514, project 470042; original Ordinance 1323-2006; for the necessary purchase from Smart Solutions and Software House International; and to expend said funds, or so much thereof as may be necessary.
SECTION 3: That the 2006 Capital Improvements Budget for the Department of Technology, Information Services Capital Fund, Fund Number 514, Subfund Number 002 is hereby amended as follows in order to establish sufficient funding authority:
Current 2006 CIB:
Project Number: 470041|Project Name: Fiber Optic Install|Amount: $0
Project Number: 470036|Project Name: HVAC|Amount: $229,807
Revised 2006 CIB:
Project Number: 470041|Project Name: Fiber Optic Install|Amount: $192,292
Project Number: 470036|Project Name: HVAC|Amount: $37,515
SECTION 4: 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.