Explanation
BACKGROUND:
This legislation authorizes the Directors of the Departments of Human Resources and Technology (DoT) to renew an annual software maintenance and support agreement with Intellinetics, Inc for a document management system. The original agreement (EL005006) was authorized by ordinance 2051-2004, passed November 22, 2004. The agreement was most recently renewed and modified by authority of ordinance 1809-2011, passed November 14, 2011, through purchase order EL012311. The renewal of this agreement will provide for software maintenance and support services for the document management system utilized by the HR-Risk Management section and as part of the Columbus Human Resource Information System (CHRIS), for the period April 1, 2013 through March 31, 2014. The total cost of the renewal is $7,425.00.
Although Intellinetics uses resellers for Intellivue licenses, resellers are not permitted to bid on annual software maintenance and support agreements for existing Intellinetics customers. As the City purchased its Intellivue software from Intellinetics, we must purchase annual support and maintenance from Intellinetics. As such, this ordinance requests a waiver of competitive bidding provisions of Columbus City Code, in accordance with section 329.27.
EMERGENCY DESIGNATION:
This ordinance is submitted as an emergency so that the execution of the contract, the establishment of a purchase order and to ensure that payment can be made to the vendor in a timely manner.
FISCAL IMPACT:
During fiscal year 2011 and 2012, the Department of Technology expended $7,425.00 and $8,288.01 for software maintenance and support from Intellinetics, Inc. The cost associated with this contract renewal is $7,425.00 for software maintenance and support. Funding is budgeted and available within the Department of Technology, Information Services Division, Internal Service Fund to pay for this service.
CONTRACT COMPLIANCE:
Vendor Name: Intellinetics, Inc. C.C#: 31 - 1491111 Expiration Date: 02/07/2015
Title
To authorize the Director of the Department of Technology and the Director of the Human Resources Department, to renew 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 and also as part of the Columbus Human Resources Information System (CHRIS); to waive the competitive bidding provisions of the Columbus City Code; to authorize the expenditure of $7,425.00 from the Department of Technology, Information Services Division, Internal Service Fund; and to declare an emergency ($7,425.00).
Body
WHEREAS, this legislation authorizes the Director of the Human Resources Department and the Director of the Department of Technology to renew 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 and also as part of the Columbus Human Resources Information System (CHRIS), and
WHEREAS, the renewal of this agreement will provide for software maintenance and support services for the document management system utilized as part of the Columbus Human Resources Information System (CHRIS) and the Human Resources Employee Benefits/Risk Management section, for the period April 1, 2013 through March 31, 2014, 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 for the Director of the Department of Technology and the Director of the Human Resources Department to renew an annual maintenance and support contract with Intellinetics, Inc., to 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 renew an annual maintenance contract with Intellinetics, Inc., for software maintenance and support services utilized by the Human Resources Employee Benefits/Risk Management Division and also as part of the Columbus Human Resources Information System (CHRIS), in the amount of $7,425.00, for a coverage term period from April 1, 2013 through March 31, 2014.
SECTION 2: That the expenditure of $7,425.00 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
Division: 47-02|Fund: 514|Subfund: 001|OCA Code: 470202|Obj. Level 1:03|Obj. Level 3: 3369|Amount: $5,625.00
SECTION 3: That the City Auditor is authorized to make any accounting changes to revise the funding source for any contract or contracts modifications associated with this ordinance.
SECTION 4: 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 5: 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 of the Columbus City Code.
SECTION 6: 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.