Explanation
Background: This ordinance will waive the competitive bidding provisions of Columbus City Code Chapter 329 and allow the Recreation and Parks Department to enter into a five-year commitment with QuickScores LLC for continued use of custom built software. Sole source procurement provisions of the City of Columbus City Code Chapter 329 will be used to enter into this contract. There is a need to continue using custom built software used by the Recreation and Parks Department Sports Section for scheduling, tracking of leagues, and maintaining rosters of all participants. This custom software was designed by QuickScores LLC and the Sports Section in 2012 and has been used continually ever since. In the past year, these applications have been used by over 50,000 people. In addition to the custom software already in use, custom work has been initiated in order to ensure PCI compliance, as required by the Department of Technology, for the use of this software through a third party vendor (First Data). To forego the continued use of this custom software would require new software to be developed and built from scratch. This would also entail substantial costs and would jeopardize the PCI compliance plan in progress. Thus, a five-year commitment, subject to annual approval and authorization, will allow these services to continue uninterrupted, saving the city a great deal of staff time and resources.
The custom software used by Recreation and Parks will cost a maximum of $40,000 over this five-year period, $10,000 of which will only be used if there is a need for additional custom programming. The annual, not-to-exceed cost will be $8,000 of which $6,000 covers annual fees for custom software that is in place with the other $2,000 available for additional custom programming on an as needed basis. A contract, purchase order, and voucher in the not-to-exceed amount of $8,000 yearly will be administered by the Recreation and Parks Department (51-01).
Initial contract term will commence March 17, 2015 and end March 16, 2020.
Principal Parties:
QuickScores LLC
1501 Montclair Drive
Richardson, TX 75081
Timothy Quilici: (214) 450-3079
Contract Compliance Number: 27-4275990 (Expires 01/10/2016)
Number of Columbus Based Employees: 0
Emergency Justification: Emergency action is requested to prevent a lapse between contracts. The current contract expires on March 16, 2015.
Fiscal Impact:
The annual not-to-exceed amount of $8,000 is budgeted and available in the Recreation and Parks Operating Fund 285 to meet the financial obligations of this agreement. This legislation does not provide for the expenditure. The associated purchase orders will be created by the Recreation and Parks Department after the passage of the yearly City of Columbus operating budget.
Title
To authorize and direct the Director of Recreation and Parks to enter into contract with QuickScores LLC for continued use of custom software used for sports league scheduling, tracking, and maintaining rosters in accordance with the sole source procurement provisions of the City of Columbus City Codes; and to declare an emergency. ($0.00)
Body
WHEREAS, custom software was designed by QuickScores LLC for the Recreation and Parks Department in 2012 and has been used continually ever since; and
WHEREAS, there is a need for the Recreation and Parks Department to continue using this custom built software for scheduling, tracking, and maintaining rosters of all sports league participants; and,
WHEREAS, in order to enter into contract for the continued use of this custom built software, this ordinance will authorize this contract to be entered into in accordance with the sole source procurement provisions of the City of Columbus City Code Chapter 329; and,
WHEREAS, a five-year commitment, subject to annual approval and authorization, will be authorized to commence starting March 17, 2015; and
WHEREAS, the annual not-to-exceed cost for the use of this custom software will be $8,000.00; and
WHEREAS, the five-year, not-to-exceed total cost for the use of this custom software will be $40,000.00; and
WHEREAS, an emergency exists in the usual daily operation of the Recreation and Parks Department in that it is immediately necessary to enter into contract with QuickScores LLC to prevent a lapse between contracts, 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 Recreation and Parks be and is hereby authorized to enter into a five-year contract, subject to annual approval and authorization, in the annual not-to-exceed amount of $8,000.00 with QuickScores LLC, beginning March 17, 2015 through March 16, 2020, pursuant to the sole source provisions of the Columbus City Code Chapter 329 for the continued use of custom built software.
SECTION 2. 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 10 days after passage if the Mayor neither approves nor vetoes the same.