Explanation
BACKGROUND:
This legislation authorizes the Director of Human Resources and the Director of the Department of Technology (DoT) to establish an annual software maintenance and support contract with Intellinetics, Inc. for a document management system utilized by the Human Resources Employee Benefits/Risk Management division. The original agreement (EL005006) was established by authority of ordinance 2051-2004, passed November 22, 2004. The contract was most recently renewed through purchase order ED040578, which provided coverage through March 31, 2011. This contract will authorize the City Auditor to certify funds established to pay for the past due invoice in the amount of $1,800.00, for software maintenance and support for a one (1) year term period of April 1, 2011 through March 31, 2012.
The document management system enables the Human Resources Department to more efficiently manage documents related to health and workers' compensation benefits. The system provides the ability to scan and index documents into an on-line data management system, and more quickly access the electronic documents for purposes of health and workers' compensation benefits administration. These capabilities are also planned for the Columbus Human Resources Information System (CHRIS), so this annual software maintenance and support agreement will no longer be needed when the CHRIS system is implemented.
This ordinance also requests approval to continue services provided by Intellinetics, Inc. and to waive the competitive bidding provisions of Columbus City Code, Section 329.06. Although Intellinetics, Inc. utilizes re-sellers to provide annual maintenance and support, their agreements with re-sellers require maintenance and support to be purchased from the vendor who sold the original software license. Because the City of Columbus purchased its licenses directly from Intellinetics, Inc., annual maintenance and support must be purchased from Intellinetics, so it is manifestly impractical to obtain the service through competitive procurement.
EMERGENCY DESIGNATION: As payment for annual maintenance and support is already past due, this ordinance is submitted as emergency to avoid interruption of services provided.
FISCAL IMPACT: In 2009 and 2010 the Department of Technology expended $1,800.00 each year for software maintenance and support from Intellinetics, Inc. The cost associated with this contract for the past due invoice in the amount of $1,800.00 was budgeted and available within the Department of Technology Internal Services Fund.
CONTRACT COMPLIANCE: Intellinetics, Inc. - 31-1491111 Expiration Date: 8/30/2012
Title
To authorize the Director of the Human Resources Department and the Director of the Department of Technology, to establish an annual software maintenance and support contract with Intellinetics, Inc. for a document management system utilized by the Human Resources Employee Benefits/Risk Management division; to waive the competitive bidding provisions of the Columbus City Code; to authorize the expenditure of $1,800.00 from the Department of Technology Internal Services Fund; and to declare an emergency ($1,800.00).
Body
WHEREAS, this legislation authorizes the Director of the Human Resources Department and the Director of the Department of Technology to establish a software maintenance and support contract, for a document management system utilized by the Human Resources Employee Benefits/Risk Management division, and
WHEREAS, this ordinance will authorize the City Auditor to certify funds established in order to pay for the past due invoice in the amount of $1,800.00, for a one (1) year term period of April 1, 2011 through March 31, 2012, and
WHEREAS, the document management system enables the Human Resources Department to more efficiently manage documents related to health and workers' compensation benefits, and
WHEREAS, this legislation also request to continue services provided by Intellinetics and to waive the competitive bidding provisions of Columbus City Code 329.06, and
WHEREAS, an emergency exists in the usual and daily operation of the Human Resources Department and the Department of Technology, in that it is immediately necessary to establish an annual maintenance and support contract with Intellinetics, Inc. to pay for the past due invoice and avoid interruption of services for the daily operation, activities, thereby preserving the public health, peace, property, safety and welfare; now, therefore
BE IT ORDAINED BY THE CITY COUNCIL OF COLUMBUS:
SECTION 1: That the Director of the Human Resources Department and the Director of the Department of Technology be and is hereby authorized to establish a contract with Intellinetics, Inc. for software maintenance and support utilized by the Human Resources Employee Benefits/Risk Management division, to pay for the past due invoice at a cost of $1,800.00, for a one (1) year term period of April 1, 2011 through March 31, 2012.
SECTION 2: That the expenditure of $1,800.00 or so much thereof as may be necessary is hereby authorized to be expended from:
Division: 47-01|Fund: 514|Sub-fund: 502|OCA Code: 514502|Obj. Level 1:03|Obj. Level 3: 3369|Amount: $1,800.00
SECTION 3: That the City Auditor is authorized to make any changes to revise the funding source for any contract or contracts modifications associated with this ordinance.
SECTION 4. That in accordance with Section 329.27 of the Columbus City Code, this Council finds the best interest of the city is served by waiving, and does hereby waive Sections 329.06 (Formal Competitive Bidding) of the Columbus City Code.
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 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.