Explanation
This legislation will authorize the Director of Finance to modify a contract with Panorama Business Views, Inc. for the purchase of additional user licenses and related implementation support for the citywide performance management software system. The performance management system allows for the storage, tracking and reporting of the City's performance data and provides the necessary tools for the City to manage its overall performance in relation to its strategic objectives. Performance management is a mayoral initiative and is targeted to address the following Principle of Progress contained in the Columbus Covenant: Deliver measurable, quality public services and results to our residents.
Additional user licenses and implementation support are needed to allow access to the software for all persons who are responsible for performance management functions, including directors, deputy directors, mayor's staff, fiscal officers, division administrators, budget staff and performance measure contacts.
1. The additional funds needed for this modification amount to $8,677.00.
2. At the time the contract was established, the need for additional licenses was foreseen. The Department of Finance purchased the initial 50-named user licenses and subsequent 40-named user licenses. As the need for additional licenses became known the agencies could purchases additional licenses to allow a sufficient number of staff to utilize the software, thereby maximizing its effectiveness.
3. It is in the city best interest to modify this contract to add these additional licenses and implementation support, to utilize the benefits of this system.
4. Pricing for these additional user licenses and related implementation support was established through a formal bid process in accordance with section 329.12 of the Columbus City Code and detailed within the existing contract language.
BID INFORMATION:
The original contract was established through a formal bid process in accordance with Columbus City Code section 329.12. A total of 226 vendors were solicited (194 majority, 17 MBE, 6 FBE, 9 MBR) through SA001019 with five responding to the bid, none of which were MBE, FBE or MBR. Two of the bids were deemed non-responsive to the bid specifications. A five-person committee evaluated the remaining three proposals in accordance with the evaluation criteria established in the RFP. Out of this process, Panorama Business Views, Inc. was ranked highest.
FISCAL IMPACT:
The cost of the modified contract is $181,886.00. The additional funds needed for this modification are $8,677.00 bringing the total modified cost to $190,563.00. Funds are available within the Department of Finance general fund budget for these additional user licenses and related implementation support.
EMERGENCY: Emergency legislation is requested in order to facilitate immediate purchase of these additional user licenses and related implementation support in order to proceed with scheduled user training during August.
CONTRACT COMPLIANCE NUMBER: 52-2056160, Expiration: 12/22/06
Title
To authorize the Director of the Department of Finance to modify a contract with Panorama Business Views, Inc. for the purchase of additional licenses and implementation support for the citywide performance management software system, to authorize the expenditure of $8,677.00 from the Department of Finance general fund and to declare an emergency ($8,677.00).
Body
WHEREAS, This legislation will authorize the Director of the Department of Finance to modify a contract with Panorama Business Views, Inc. for the purchase of additional user licenses and implementation support costs for the citywide performance management software system; and
WHEREAS, this system will allow for the storage, tracking and reporting of the City's performance data and provides the necessary tools for the City to manage its overall performance in relation to its strategic objectives; and
WHEREAS, Performance management is a mayoral initiative and is targeted to address the following Principle of Progress contained in the Columbus Covenant: Deliver measurable, quality public services and results to our residents; and
WHEREAS, Funding is available in the Department of Finance general fund budget for these additional user licenses and implementation support; and
WHEREAS, an emergency exists in the usual daily operation of the City in that it is immediately necessary to authorize this contract modification in order to proceed with scheduled user training during August, 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 Finance be and is hereby authorized to modify a contract with Panorama Business Views, Inc. for the purchase of additional user licenses and related implementation support for the citywide performance management software system in an amount not to exceed $8,677.00.
SECTION 2: That the expenditure of $8,677.00 or so much thereof as may be necessary is hereby authorized to be expended as follows:
Dept/Div: 45-01 45-01 45-01
Fund: 010 010 010
OCA: 450015 450015 450015
Object One: 02 03 03
Object Three: 3358 3336 3369
Amount: $1,420.00 $7,014.00 $243.00
SECTION 3: 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.