Explanation
BACKGROUND: This ordinance authorizes the Finance and Management Director to extend a contract on behalf of the Office of Construction Management with VFA, Inc. (formerly Physical Planning Technologies, Ltd.) for server hosting and annual software support and updating for a Comprehensive Municipal Capital Planning and Asset Management System ("ReCapp"). The original contract was authorized with Physical Planning Technologies prior to their acquisition by VFA, Inc. This contract was authorized pursuant to Ordinance No. 0603-2005, which passed July 20, 2005, and has been modified (extended) seven times to provide for annual server hosting and software support.
The vendor has provided a software application for a Capital Planning Management System which has been used by the Department of Finance and Management for nearly eight years. The Department of Finance and Management will be using a different capital planning software application, beginning sometime in 2013. The modification authorized by this ordinance will extend existing server hosting and software support for an additional three months (September - November 2012). This extension will allow for an orderly wind-down of the existing account and provide a timeframe where certain City of Columbus data can be extracted from the ReCapp system and delivered to the City.
Emergency action is requested so that server hosting and software support may continue without interruption; ensuring proper management of city capital and operational projects.
VFA, Inc. Contract Compliance No. 043570054, Exp. 12/04/2014
Fiscal Impact: The amount of this budgeted modification is $12,600.00. The contract was originally authorized by Ordinance No. 0603-2005 and last modified by Ordinance No. 1586-2011, in the amount of $50,400.00. Upon passage of this ordinance, the total seven-year cost of this contract will be $819,783.00.
Title
To authorize the Finance and Management Director to extend a contract on behalf of the Office of Construction Management with VFA, Inc. for server hosting and software support for a Comprehensive Municipal Planning and Asset Management System; to authorize the expenditure of $12,600.00 from the General Fund; and to declare an emergency. ($12,600.00)
Body
WHEREAS, Ordinance No. 0603-2005, passed July 20, 2005, authorized the Finance and Management Director to enter into a contract with Physical Planning Technologies Ltd., (since acquired by VFA, Inc.) for a Municipal Planning and Asset Management System; and
WHEREAS, it is necessary for the Finance and Management Director to extend said contract with VFA, Inc. in order to provide server hosting and software support for an additional three months (September - November 2012); and
WHEREAS, an emergency exists in the usual daily operation of the Finance and Management Director, Office of Construction Management, in that it is immediately necessary to authorize the Finance and Management Director to extend a contract with Physical Planning Technologies, Ltd., so that server hosting and software support may continue without interruption; ensuring proper management of city capital and operational projects, 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 is hereby authorized to extend a contract on behalf of the Office of Construction Management with VFA, Inc. for server hosting and software support for a Comprehensive Municipal Capital Planning and Asset Management System.
SECTION 2. That the expenditure of $12,600.00, or so much thereof as may be necessary in regard to the action authorized in SECTION 1, be and is hereby authorize and approved as follows:
Division: 45-50
Fund: 010
OCA: 450050
Object Level 1: 03
Object Level 3: 3369
Amount: $12,600.00
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.