Explanation
BACKGROUND: The Purchasing Office on behalf of the Department of Public Safety/Division of Fire (the largest user), conducted a Request for Proposal (RFP) for the option to purchase Automated Learning Management System Software. The term of the proposed option contract will be through September 30, 2010. There is an option to extend the contract for (3) three, one year periods. The Purchasing office opened formal bids on June 28, 2007.
The Purchasing Office advertised and solicited Request for Proposal bids in accordance with Section 329.14 (Solicitation SA002471). Thirty-three bids were solicited; (30 MAJ, 1 MBR, 2M1A). Three (3) bids were received (3 MAJ).
Waiver legislation is required as the evaluation process, including negotiations, exceeded the one hundred eighty days as required .
The city's Evaluation Committee reviewed each proposal and ranked the submissions on the following criteria: Competency to Perfom, Quality and Feasability of the Offerors Technical Proposal, Ability to Perform the Required Service Competently, Past Performance and Price.
RISC, Inc. was determined to best meet the criteria detailed in the specification for the Purchase of Automated Learning Management System Software.
RISC, Inc., CC#76-0381265 (Expires February 28, 2010)
Total Estimated Annual Expenditure: $38,000.00
The company is not debarred according to the State of Ohio Unresolved Findings for Recovery database or the Federal Government Excluded Parties Listing.
This ordinance is being submitted as an emergency because, without emergency action, no less than 37 days will be added to this procurement cycle and the efficient delivery of valuable public services will be slowed.
FISCAL IMPACT: Funding to establish this option contract is budgeted in the Universal Term Contract (UTC) Fund. City agencies will be required to obtain approval to expend from their own appropriations for their estimated annual expenditures.
Title
To authorize and direct the Finance & Management Director to enter into a contract for the option to purchase Automated Learning Management System Sofware from RISC, Inc. to authorize the appropriation and expenditure of one dollar to establish the contract from the Purchasing UTC Account, to waive the formal competetive bidding requirements, and to declare an emergency. ($1.00).
Body
WHEREAS, the Purchasing Office advertised and solicited Request for Proposal bids on June 28, 2007 and in accordance with City Code and an Evaluation Committee recommended a contract be awarded based on that process; and
WHEREAS, acceptable pricing has been established pursurant to the bid process with the successful bidder; and
WHEREAS, the evaluation process, including negotiations, exceeded the one hundred eighty days (180) required in the RFP a waiver of competetive process per City Code, Section 329.27 is required; and
WHEREAS, this ordinance addresses Purchasing objective of 1) maximizing the use of City resources by obtaining optimal products/services at low prices and 2) encouraging economic development by improving access to City bid opportunities and 3) providing effective option contracts for City agencies to efficiently maintain their supply chain and service to the public; and
WHEREAS, in order to establish a supply matrix as soon as possible for these needed Automated Learning Management System Software utilized by the Division of Fire to purchase software and services to be utilized by city agencies, this is being submitted for consideration as an emergency measure; and
WHEREAS, an emergency exists in the usual daily operation of the Purchasing Office in that it is immediately necessary to enter into a contract(s) for an option to purchase Automated Learning Management System Software, 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 Finance and Management Director be and is hereby authorized and directed to enter into the following contract for an option contract to purchase Automated Learning Management System Software in accordance with SA002471. The term of the proposed option contract will be through September 30, 2010. There is an option to extend the contract for three (3), one year periods.
RISC Inc., All Items: Amount: $1.00
SECTION 2. That the appropriation and expenditure of $1.00 is hereby authorized from Purchasing UTC Account, Organization Level 1: 45-01, Fund: 05-517, Object Level 3: 2270, OCA: 451130, to pay the cost thereof.
SECTION 3. 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 Section 329.14 (awarding professional service contracts through requests for proposals) of the Columbus City Code.
SECTION 4. That for the reason stated in the preamble here to, 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.