Background: This ordinance authorizes the City Auditor to enter into contract with Johnson Mirmiran & Thompson, Inc. dba JMT Technology Group for Professional IT Consulting and Programming Services for financial systems archival project. The contract amount is $390,000, with a contingency of $80,000 for a total amount of $470,000. A sizable contingency is required as there will be some complexity in moving images and additional requirements discovery in building a compatible user interface prior to decommissioning the old systems of record.
In January 2016, the City Auditor’s office implemented Dynamics AX to replace Performance Series FMS. As part of the conversion, only 2015 balances, active vendors and current obligations were imported into Dynamics AX. Historical financial transactions from 1998 through 2015 were retained in an Oracle database. Since 2016, City users have been accessing historical information through the Performance desktop client using this database to do historical research on encumbrances, grants, projects, and assorted other items. There is additional data and documentation stored in various periphery databases for other archived information such as FAMIS payment history from 1979-1998 and voucher images from 2007-2015. Records retention requirements are quite long for grants and capital projects. Grants vary by grantor, but for debt-financed projects, the City needs to keep records from the bond’s date of issuance through 3 years after maturity. For example, if priced twenty-year bonds in 2010, and the final maturity was 2030, then City Auditor would not be able to dispose of records until 2033.
As part of a Department of Technology initiative to consolidate databases and reduce overall City licensing costs, this database is moving to a shared SQL Server database, which will not work with the existing user interface. Additionally, the Performance client is well past end of life and unsupported; we are also in danger of it no longer working with Windows as it releases new service packs and versions and the number of people that know how to access and use this application is dwindling. Moreover, the City has a searchable image archive of invoices from 2007-2015 that needs updating to get on a more current version of SQL Server. This project is to design and build a new web-based system for financial database archives to look up historical data through a consolidated application.
Vendor Bid/Proposal Submissions (ODI designation status):
Request for Proposals (RFP) were advertised through Vendor Services, in accordance with City Code Section 329, on April 26, 2023. One hundred and thirty (130) registered vendors were solicited for RFQ024803 and their ODI designations are as follows:
|
ODI Designation |
Solicited |
Responded |
|
None/MAJ |
102 |
12 |
|
EBE |
9 |
1 |
|
MBE |
10 |
2 |
|
VBE |
1 |
0 |
|
WBE |
8 |
1 |
Sixteen (16) responses were received by the City Auditor’s Office on May 31, 2023:
|
Offeror |
Committee Rank |
ODI Designation |
|
JohnsonMirimanThompson |
1 |
None/MAJ |
|
Compunnel |
2 |
None/MAJ |
|
Navigator |
3 |
None/MAJ |
|
OnActuate |
4 |
None/MAJ |
|
Flairsoft |
5 |
EBO_MBE |
|
EXCEL |
6 |
EBO_MBE |
|
Axia |
7 |
None/MAJ |
|
OceanBlue |
8 |
EBO_EBE |
|
ClarkSchaeffer |
9 |
None/MAJ |
|
MShana DBAAriesPro |
10 |
None/MAJ |
|
BIConsulting |
11 |
None/MAJ |
|
Datalysys |
12 |
EBO_WBE |
|
Bsoft |
13 |
None/MAJ |
|
Vaco |
14 |
None/MAJ |
|
MuicheWilfrid |
15 |
None/MAJ |
|
GovTron |
16 |
None/MAJ |
All proposals were evaluated by three members of the Auditor’s Office staff as the designated Evaluation Committee and ranked according to the following evaluation criteria:
|
Evaluation Factor |
Weight |
|
Quality and feasibility of proposal |
25% |
|
Ability |
25% |
|
Proposed Project Staffing |
20% |
|
Past Performance |
10% |
|
Pricing |
20% |
After reviewing the proposals, the evaluation committee selected JMT Technology Group as the highest rated Offeror in accordance with the evaluation criteria set forth in the RFP. All proposed subcontractors have met code requirements with respect to contract compliance, pursuant to relevant sections of Columbus City Code Chapter 329.
Principal Parties:
Johnson Mirmiran & Thompson, Inc. dba JMT Technology Group
Phill Izenson, Director of Software Solutions
2800 Corporate Exchange Dr.
Columbus, OH 43231
614-942-3673
Approximate Number of employees (nationally): 2000
Approximate Number of Columbus employees: 25
Contract Compliance Number, Tax ID: CC-009015, 520963531
Contract Compliance Expiration Date: May 19, 2025
Subcontractor (MBE):
PSI II LLC dba Proteam Solutions, Inc (PSI)
Stephanie Gohring
2740 Airport Drive, Suite 100
Columbus, Ohio 43219
P: 614-454-6488 ext. 320
Minority vendor certification was in good standing at the time the bid was awarded. MBE Certifications: National Minority Supplier Development Council, State of Ohio
Scope of services: Business Analysis and Quality Assurance testing roles
Estimated participation: 17%
Approximate number of Employees: 120
Contract Compliance Number, Tax ID: CC-043901, 881160870
Contract Compliance Expiration Date: May 19, 2025
Fiscal Impact: $470,000.00 is budgeted and available from within the Auditor Voted Bond Fund 7783 to meet the financial obligations of this contract.
Emergency Action: Emergency action is requested to begin project work immediately in order to complete phase one of transition from the old system to the new archive by the end of the year. This will assist the Department of Technology’s goal of reducing license needs and consolidate systems prior to renewal periods and also mitigate the risk of failure of an outdated system in fulfilling public records requests, maintaining compliance with records retention requirements, and conducting historical research.
Title
To authorize the City Auditor to enter into contract with Johnson Mirmiran & Thompson, Inc. dba JMT Technology Group; to authorize the expenditure of $470,000.00 from the Auditor Bond Fund. ($470,000.00); and to declare an emergency.
Body
WHEREAS, it is necessary to authorize the City Auditor to enter into contract with Johnson Mirmiran & Thompson, Inc. dba JMT Technology Group for Professional IT Consulting and Programming Services for financial systems archival project; and
WHEREAS, it is necessary to authorize the expenditure of $470,000.00 from the Auditor Bond Fund 7783; and
WHEREAS, an emergency exists to maintain access to and retain required records in the City Auditor’s Office and to mitigate the risk of failure of an outdated system in fulfilling public records requests, maintaining compliance with record retention requirements and conducting historical research making it immediately necessary to authorize the City Auditor to execute the contract without delay, all for the immediate preservation of the public health, peace, property, safety and welfare; and
NOW, THEREFORE,
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1: That the City Auditor be and is hereby authorized to enter into contract with Johnson Mirmiran & Thompson, Inc. dba JMT Technology Group for Professional IT Consulting and Programming Services for financial systems archival project;
SECTION 2: That the expenditure of $470,000.00, or so much thereof as may be needed is hereby authorized from fund 7783 (Auditor Bond Fund) Dept./Div. No. 22-01 , Object Class 06, Main account 66530, Project P783002-100002 per the account codes in the attachment to this ordinance.
SECTION 3: That the monies in the foregoing Section 2 shall be paid upon order of the City Auditor, and that no order shall be drawn or monies paid except by voucher, the form of which shall be approved by the City Auditor.
SECTION 4. Funds are hereby deemed appropriated and expenditures and transfers authorized to carry out the purposes of this ordinance and the City Auditor shall establish such accounting codes as necessary.
SECTION 5. 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 6: That the City Auditor is hereby authorized to transfer the unencumbered balance in a project account to the unallocated balance account within the same fund when said project has been completed and the monies are no longer needed.
SECTION 7: 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.