Explanation
This ordinance authorizes the Director of the Department of Technology (DoT) to modify a contract with Converge One, Inc. for the purchase of hardware, licensing, professional services and co-termed maintenance and support services associated with Genesys Interactive Voice Response (IVR) system, in the amount of $589,523.01, for a coverage period through April 30, 2026. The current IVR system is used by the city’s 311, Public Utilities, BZS, and Technology Help Desk call centers. Earlier this year, The Department of Technology established the existing contact with CovergenOne, Inc. for a coverage period through April 30, 2026. This ordinance will modify the contract to include this upgrade of the City's Genesys IVR Pure Connect system. This purchase will include funding for related hardware, licensing, professional services, and co-termed maintenance and support with the existing five (5) year contract. In addition to the upgrade, the Department of Technology is required to comply with Kari's Law and the RAY BAUM's Act for 911 Direct Dialing, notification, and Dispatchable Location requirements. Under Section 506 of RAY BAUM's Act the City should make all effort to meet the January 6, 2022 deadline. In order to meet this aggressive deadline, the Department of Technology is also requesting a bid waiver for the purchase of three (3) year licensing of a third-party solution, Red Sky, from our current Genesys Pure Connect vendor, ConvergeOne, Inc., who is the sole vendor authorized to upgrade, support and/or integrate items into the City's Genesys Pure Connect and Pure Cloud system which would include the Red Sky solution. Red Sky is the required third-party solution to be integrated with the Genesys Pure Connect system and Cisco soft phones which establishes compliancy of Keri's Law and RAY BAUM's Act.
Genesys Pure Connect is the City's standard on-prem IVR solution for City services that interface with the public such as the City's 311 call center, Parking Services, Public Utilities, etc. This tool has experienced increased growth and usage within the City as a way for the public to interact with City service offerings as a result of the pandemic. This contract will provide co-termed maintenance and support for the duration of a five (5) year period through April 30, 2026. The additional time is to allow us time to bid out the entire system maintenance and support, while continuing to have coverage.
This decision is a result of the OEM, Genesys, having a policy of not permitting multiple parties supporting our IVR systems. The Department of Technology is currently in a three (3) year contract for our Genesys hosted IVR solution and a five (5) year contract for our maintenance and support for our On-Premises IVR solution as a result of CARES Act funding projects and procurement. The OEM's policy puts us in the position of relying on our current vendor ConvergeOne. Due to this OEM policy, we cannot bid out our pre-established IVR system's maintenance and support with ConvergeOne to be shared with any other vendor. Given these circumstances, the Department of Technology requests to waive the provisions of the competitive bidding requirements.
EMERGENCY:
Emergency action is requested to ensure that the necessary contract and purchase order(s) for the above described services and statements of work occur in a timely manner to ensure service provision without interruption.
CONTRACT COMPLIANCE NUMBER:
Vendor Name: Converge One, Inc. CC#: 41-1763228; Expiration Date: 10/31/2023
(DAX Vendor Acct. #: 007864)
FISCAL IMPACT:
Earlier this year (2021), the Department of Technology legislated funds in the amount of $387,237.08 (via Ord. No. 0724-2021) with Converge One, Inc. associated with the City's Genesys IVR. This legislation is for the purchase of hardware, licensing, professional services and co-termed maintenance and support services to upgrade the City's Genesys IVR Pure Connect system totaling $589,523.01. Funding for this project in the amount of $589,523.01 is budgeted and available in the Department of Technology, Information Services Division, Capital Improvement Fund. Including this modification, the aggregate contract total amount is $976,760.09. To amend the 2021 Capital Improvement Budget.
Title
To authorize the Director of the Department of Technology to modify a contract with Converge One, Inc. for the purchase of hardware, licensing, professional services and co-termed maintenance and support services associated with Genesys Interactive Voice Response (IVR) system; to waive the competitive bidding provisions of City Code; to authorize the expenditure of $589,523.01 from the Department of Technology, Information Services Division, Capital Improvement Fund; to amend the 2021 Capital Improvement Budget; and to declare an emergency. ($589,523.01)
Body
WHEREAS, this ordinance authorizes the Director of the Department of Technology (DoT) to modify a contract with Converge One, Inc. for the purchase of hardware, licensing, professional services and co-termed maintenance and support services associated with Genesys Interactive Voice Response (IVR) system, in the amount of $589,523.01, for a coverage term period through April 30, 2026; and
WHEREAS, the COVID-19 pandemic resulted in the need to enter into a contract for the City's IVR system to provide for the purchase of support and services remote worker/telework solution, more remote access and to support telework due to the public health emergency with respect to the Coronavirus Disease 2019. The current contract was established and most recently authorized under the authority of Ordinance No. 0724-2021, passed on April 26, 2021, through purchase order PO272976; and
WHEREAS, the contract will provision maintenance and support for the duration of a five (5) year period with the option to renew an additional two (2) years thereafter. The additional time is to allow us time to bid out the entire system maintenance and support, while continuing to have coverage. This decision is a result of the OEM, Genesys, having a policy of not permitting multiple parties supporting our IVR systems. The Department of Technology is currently in a three (3) year contract for our Genesys hosted IVR solution and a five (5) year contract for our maintenance and support for our On-Premises IVR solution as a result of CARES Act funding projects and procurement. The OEM's policy puts us in the position of relying on our current vendor Converge One. Due to this OEM policy, we cannot bid out our pre-established IVR system's maintenance and support with Converge One to be shared with any other vendor. Given these circumstances, the Department of Technology requests to waive the provisions of the competitive bidding requirements; and
WHEREAS, to allow for the above-mentioned contract, it is necessary to waive the provisions of competitive bidding. This decision is a result of the OEM, Genesys, having a policy of not permitting multiple parties supporting our IVR systems. The Department of Technology is currently in a three (3) year contract for our Genesys hosted IVR solution and a five (5) year contract for our maintenance and support for our On-Premises IVR solution as a result of CARES Act funding projects and procurement. The OEM's policy puts us in the position of relying on our current vendor Converge One, Inc Due to this OEM policy, we cannot bid out our pre-established IVR system's maintenance and support with Converge One, Inc. to be shared with any other vendor. Given these circumstances, the Department of Technology requests to waive the provisions of the competitive bidding requirements; and
WHEREAS, it is necessary to amend the 2021 Capital Improvement Budget to provide sufficient authority for this transaction; and
WHEREAS, an emergency exists in that it is immediately necessary to authorize the Director of the Department of Technology to modify a contract with Converge One, Inc. for the purchase of hardware, licensing, professional services and co-termed maintenance and support services associated with Genesys Interactive Voice Response (IVR) system, to ensure service without interruption and for the immediate preservation of 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 (DoT) is hereby authorized to modify a contract with Converge One, Inc. for the purchase of hardware, licensing, professional services and co-termed maintenance and support services associated with Genesys Interactive Voice Response (IVR) system, in the amount of $589,523.01, for a coverage term period through April 30, 2026.
SECTION 2. That the expenditure of $589,523.01 or so much thereof as may be necessary is hereby authorized to be expended from the Department of Technology, Information Services Division, Capital Improvement Fund. (Please see 2888-2021 EXP)
SECTION 3: That the 2021 Capital Improvement Budget is hereby amended as follows to account for appropriations and transfer of funds between projects:
Department of Technology, Information Services Dept./Div. 47-02
Information Services Bonds Fund/ (Carryover) #5105: Sub- Fund #:000000
Project Name/Number/Sub-Fund Current CIB Amount Revised Amount Amount Change
47-02 Enterprise System Upgrades.:
P470047-100005 $ 250,034 $ 233,054 ($16,980)
Enterprise System Upgrades - GIS.:
P470047-100000 $ 4,287 $ 21,267 $ 16,980
SECTION 4. That this Council finds that it is in the City's best interest to waive the competitive bidding provisions of Columbus City Code Chapter 329 and such provisions are hereby waived.
SECTION 5. That the funds necessary to carry out the purpose of this ordinance are hereby deemed appropriated, and the City Auditor shall establish such accounting codes as necessary.
SECTION 6. 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 7. 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 upon receipt of certification by the Director of the Department administering said project that the project has been completed and the monies are no longer required for said project.
SECTION 8. 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.