Explanation
BACKGROUND: This legislation authorizes the expenditure of bond proceeds within the cable fund for consulting services consisting of guidance, technical advice, validation and verification of the initial phase of the ColumbusStat project. The ColumbusStat project ultimate goal is to establish a 311 (3 digit phone access) system to improve customer service and collect crucial data regarding the delivery of city services such as trash pickup, potholes, snow removal, traffic light repairs, Council constituents concerns, Mayoral action items, and community concerns. This project requires consulting services that span a wide spectrum of knowledge to include computer science, programming, delivery of government services, measurement of such delivery, and the performance management of delivered services. After reviewing the current contract for milestones, deliverables and associated metrics, DoT found the need to further research resources and alternatives to continue providing current, as well as additional unforseen, services related to the implementation of the 311 project. The funds previously identified for this project have been cancelled to allow funding for this project. The Ohio State University Center for Applied Software Technology (Department of Computer Sciences) has demonstrated that it can provide the current and additional services for less than the remaining amount that is currently earmarked for the contract. The ability to acquire these services is essential to keeping the 311 project on track while keeping expenditures to a minimum.
Consulting services will include:
1. The ability for city managers and eventually citizens to use a user friendly application that administers work orders and resource management tools, that will direct and provide access services to a variety of city agencies such as the Mayor's Action Center, Health Department, Recreation and Parks, and Public Service.
2. The ability to connect each city agency into one incident and work order management central repository data bank, thus eliminating redundancies, duplications and inconsistencies that exist with respect to workflow and management.
EMERGENCY: There is an immediate need to enter into contract with Ohio State University to continue the advancement and performance measures, along with expediting prompt payment, for services associated with the 311 project, without interrupting daily operations.
FISCAL IMPACT: Funds for this acquisition of have been identified within the 2004, Department of Technology, information services capital fund, in the amount of $87,000.00, through re-prioritizing purchases to cover this cost.
CONTRACT COMPLIANCE: 316401599
Title
To authorize the Department of Technology Director to enter into contract with Ohio State University for consulting services associated with the City's ColumbusStat project; to authorize the expenditure of $87,000.00 from Department of Technology's information services capital fund; to amend the Capital Improvement Budget; and to declare an emergency. ($87,000.00)
Body
WHEREAS, currently each city agency has their own method and software used by citizens, businesses and other agencies for entering requests for various city services such as trash pickup, potholes, snow removal, traffic light repairs, Council constituents concerns, Mayoral action items, and community concerns, and
WHEREAS, the Department of Technology is building software to support connecting each city agency into one central repository data bank, and
WHEREAS, centralization will eliminate redundancy and duplication of systems, software, and build intra/interdepartmental efficiencies in the current work order management environment, and
WHEREAS, to ensure the successful completion and implementation of this software, the Department of Technology requires professional, current, knowledgeable advice as well as guidance and oversight for independent validation and verification of its efforts, and
WHEREAS, an emergency exists in the usual daily operation of the Department of Technology in that it is immediately necessary to continue the advancement, implementation and performance, associated with the 311 project, with Ohio State University, thereby protecting 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 contract for consulting services, related to the 311 project, with Ohio State University, in the amount of $87,000.00.
SECTION 2. That the Department of Technology, Cable 2004 capital improvement budgets be amended as follows: ColumbusStat, project number 470015, original budget $0, amended budget $115,012.00.
SECTION 3. That the expenditure of $87,000.00 or so much thereof as may be necessary is hereby authorized to be expended for the aforementioned project from Department/Division 4702, fund 752, project 470015, oca 470015, object level 1 - 06, object level 3 - 6655.
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.