Explanation
BACKGROUND:
This legislation is to authorize the Director of the Department of Technology and the Director of the Equal Business Opportunity Commission Office (EBOCO), to renew a contract with BIP Software, Inc. for software support and upgrade services associated with the BizTrak system. The original agreement was recently renewed by ordinance 0900-2010, passed by Council 7/12/10, which allows for future renewals and modifications for additional similar services, contingent upon written approval of both parties and the city's appropriation and authorization of funds. This renewal will provide for software maintenance and support services for the term period July 1, 2011 through June 30, 2012, at a cost of $5,000.00.
The BizTrak application is an automated tracking system, utilized by the Equal Business Opportunity Commission Office (EBOCO), pursuant to City Code (C.C.) 3922.02, and is responsible for tracking and monitoring minority and female participation in the city procurement process. Without full functionality of the BizTrak system, the EBOCO will not be able to generate reports that support an outreach directory, track contract volume, track vendor dollar ranges, vendor utilization, minority and female participation, and other ethnicity participation.
Since the BizTrak system is copyright owned by BIP Software, Inc., this contract is being established in accordance with the sole source provisions of the Columbus City Code, Section 329.07
FISCAL IMPACT: During fiscal year 2009 and 2010 the amount of $7,000.00 and $3,780.00 was expended for software support and upgrade services with BIP Software, Inc. This year's request in the amount of $5,000.00 will provide funding for the services necessary to support the BizTrak system. This amount is budgeted and available with the Department of Technology Internal Services fund. Including this renewal, the aggregate contract total is $273,449.00.
EMERGENCY: Emergency designation is being requested to allow for uninterrupted support for services associated with the BizTrak system.
CONTRACT COMPLIANCE: BIP Software, Inc. 74-3216756 Expiration: 9/30/2011
Title
To authorize the Director of the Department of Technology and the Director of the Equal Business Opportunity Commission Office, to renew a contract with BIP Software, Inc. for software support and upgrade services associated with the BizTrak system; in accordance with the sole source provisions of the Columbus City Code; and to authorize the expenditure of $5,000.00 from the Department of Technology Internal Services Fund; and to declare an emergency. ($5,000.00)
Body
WHEREAS, this legislation is to authorize the Director of the Department of Technology and the Director of the Equal Business Opportunity Commission Office (EBOCO), to renew a contract with BIP Software, Inc. for software support and upgrade services associated with the BizTrak system, and
WHEREAS, the BizTrak application is an automated tracking system, utilized by the EBOCO, pursuant to C.C. 3922.02, and is responsible for tracking and monitoring minority and female participation in the city procurement process, and
WHEREAS, without full functionality of the BizTrak system, the EBOCO will not be able to generate reports that support an outreach directory, track contract volume, track vendor dollar ranges, vendor utilization, minority and female participation, and other ethnicity participation, and
WHEREAS, the amount of $5,000.00 will provide funding for the services necessary to support the BizTrak system for term period July 1, 2011 through June 30, 2012, and
WHEREAS, this agreement is being established in accordance with the sole source provisions of the Columbus City Code, Section 329.07, and
WHEREAS, an emergency exist in the usual and daily operation of the Department of Technology and the EBOCO, in that it is necessary to renew a contract with BIP Software for software support services associated with the BizTrak system, 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 and the Director of the Equal Business Opportunity Commission Office (EBOCO), be and is hereby authorized to renew a contract with BIP Software, Inc. for software support and upgrade services associated with the BizTrak system. The cost associated with this contract is 5,000.00, for a term period of July 1, 2011 through June 30, 2012.
SECTION 2: That the expenditure of $5,000.00 or so much thereof as may be necessary is hereby authorized to be expended from:
Div.: 47-01|Fund: 514| Sub-fund: 010|OCA Code: 400347|Obj. Level 1: 03|Obj. Level 3:3369|Amount:$5,000.00
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 contract is being established in accordance with the sole source provisions of the Columbus City Code, Section 329.07.
SECTION 5: That for the reasons stated in the preamble hereto, which is hereby made a part hereof, this ordinance hereby declared to be an emergency measure and shall tale 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.