Explanation
BACKGROUND:
This ordinance authorizes the Director of the Department of Technology to enter into an agreement for the purchase of a Crystal Report Server Software System, on behalf of the Department of Public Utilities, and the Department of Development Building Services Division; provided by Insight Public Sector; required for the Accela Enterprise System. The Department of Public Utilities and The Department of Development Building Services Division will utilize the Crystal Report Server Software to continue with an upgrade to the existing Accela Enterprise System, associated with the already established Accela Automation Upgrade Capital Project. This purchase will allow the Department of Technology, on behalf of the Department of Public Utilities, and the Department of Development, Building Services Division, to implement and install planned upgrades and related services to the existing Accela Enterprise System. The Crystal Report Server Software System will be utilized for the purpose of enhancing and updating the existing Accela Enterprise System and related services used to track various activities of various City departments, divisions, and agencies, with responsibilities such as, yet not limited to; building permits, track code enforcement activities, monitoring the performance of the One Stop Shop, etc. The Crystal Report Server Software System will be used to generate reports from the City's building and code enforcement divisions for a full range of regulatory purposes, from issuing occupancy permits and code orders to certifying licensed contractors. The Crystal Report Server Software will be installed on (1) one server, and will provide reports for 250 to 350 users citywide. The installation process will begin upon approval and passage of this ordinance and the associated certified purchase order; with a coverage period of twelve months after the approval of the associated purchase order.
The Department of Technology has a need to purchase Crystal Report Server Software System for its Accela Automation project. The vendor, Accela, Inc. was unable to make Accela Automation work with the city's current Crystal Enterprise Software, and the system has already gone live. As a result, the City of Columbus, Code Enforcement Division is using a work around to issue code orders, and is in desperate need to have the ability to use the Crystal Reports as designed for orders. The Department of Technology has an urgent need to purchase the Crystal Report Server Software System. The City of Columbus, Department of Technology staff will be able to install and configure the software, but the Department of Technology will also purchase the annual maintenance, support and related services for the software. Since the Crystal Report Server Software System is designed to fit a specific niche within the Accela product, there is no room for alternative packages.
Also, this ordinance requests permission to waive the competitive bidding requirements of Columbus City Code within section 329 due to the urgent and immediate need to install the Crystal Report Server Software System, in order to continue with the upgrades associated with deadlines and timelines previously established, associated with the Accela Automation Upgrade Capital Project; as there is not enough time to allow the City to complete a formal bid process; the waiver will allow the City to acquire the necessary software, maintenance, support and related services. However, the Department of Technology (DoT) exercised due diligence; utilizing services provided by the City of Columbus, Purchasing Office, by completing an informal bid process (BE012868). Out of this process, the City received informal bid quotes from four (4) vendors/companies:
The four (4) vendors/companies that responded to the informal bid process were:
- Insight Public Sector: Contract Compliant # 363949000 - dollar amount of $34,340.00
- Software House International, Inc.: Contract Compliant # 341403269 - dollar amount of $35,374.00
- Carahsoft Technology Corporation: Contract Compliant # 522189693 - dollar amount of $35,950.30
- Smart Solutions, Inc.: Contract Compliant # 223009648 - AS1(Asian Business Enterprise) - dollar amount of $36,196.00
Upon completion of reviewing the responses out of the informal bid (BE012868); it was determined that Insight Public Sector was the lowest, most responsive, responsible bidder. This ordinance requests that authorization be given to the Director of the Department of Technology to establish a purchase order with Insight Public Sector for the purchase of Crystal Report Server Software System that is needed for the Accela Enterprise System and the continuation of the Accela Automation Upgrade Capital Project.
FISCAL IMPACT:
This is the first time that the Department of Technology has made a purchase with respect to the Crystal Report Server Software System with Insight Public Sector. Funds for this purchase, totaling $34,340.00 have been identified and are available within the 2008 Department of Technology, Information Services Bond Fund, with a coverage period of twelve months after the approval of the associated purchase order.
EMERGENCY DESIGNATION:
Emergency designation is being requested for this purchase to continue with services that are necessary to support daily operation activities such as support; migration; and enhancements associated with the Accela Automation Upgrade Capital Project, according to timelines and deadlines previously negotiated. Since many of these projects are already underway, the purchase is needed in short order; to ensure no service interruption.
CONTRACT COMPLIANCE:
CC # 36-3949000 Vendor Name: Insight Public Sector Expiration Date: 04/04/2010
Title
To authorize the Director of the Department of Technology to enter into an agreement for the purchase of a Crystal Report Server Software System associated with the Accela Enterprise System, on behalf of the Department of Public Utilities, and the Department of Development Building Services Division; provided by Insight Public Sector, to amend the 2008 Capital Improvements Budget, to authorize the expenditure of $34,340.00 from the 2008 Department of Technology, Information Services Bond Fund; to waive the competitive bidding requirements of the Columbus City Codes; and to declare an emergency. ($34,340.00)
Body
WHEREAS, this ordinance authorizes the Director of the Department of Technology to enter into an agreement for the purchase a Crystal Report Server Software System, on behalf of the Department of Public Utilities, and the Department of Development, Building Services Division; provided by Insight Public Sector; required for the planned Accela Upgrade, associated with the Accela Enterprise System; and
WHEREAS, the Department of Development, Building Services Division and the Department of Public Utilities will utilize the Crystal Report Server Software System to continue with the planned upgrade to the existing Accela Enterprise System, associated with the already established Accela Automation Upgrade Capital Project; and
WHEREAS, it is necessary to amend the 2008 Capital Improvements Budget to provide sufficient spending authority for the Accela Enterprise System Upgrade; and
WHEREAS, funds for the Accela Automation Upgrade Capital Project have been identified due to encumberance cancellations and sufficient funds are available within the 2008 Department of Technology, Information Services Bond Fund (Information Services Capital Improvements Budget); and
WHEREAS, this ordinance request approval to waive competitive bidding provisions of the Columbus City Code within Section 329; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Technology, on behalf of the Department of Public Utilities and the Department of Development, Building Services Division to enter into an agreement for the purchase of a Crystal Report Server Software System; required for the planned Accela Enterprise System Upgrade; provided by Insight Public Sector, thereby protecting 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 the Department of Technology be and is hereby authorized to enter into an agreement for the purchase of a Crystal Report Server Software System, on behalf of the Department of Public Utilities, and the Department of Development Building Services Division; provided by Insight Public Sector; required for the planned Accela Upgrade, associated with the Accela Enterprise System.
SECTION 2. That the 2008 Capital Improvement Budget is hereby amended as follows:
Department of Technology, Information Services Dept./Div. 47-02
Information Services Bond Fund #514
Project Name/Number Current CIB Amount Revised Amount
Accela Enterprise System Upgrade/Replacement - 470042 $0 $34,340
SECTION 3. That the expenditure of $34,340.00 or so much thereof as may be necessary is hereby authorized to be expended from:
Dept/Div. 47-02|Fund: 514|Subfund: 002|Project Number: 470042| OCA Code: 470042|Obj. Level 1: 06|Obj. Level 3: 6655| Amount: $34,340.00
SECTION 4. That in accordance with Section 329 of the Columbus City Codes, City Council finds it to be in the best interest of the City of Columbus that the competitive bidding requirements of Section 329 of the Columbus City Codes be and are hereby waived.
SECTION 5. That the City Auditor is authorized to make any accounting changes to revise the funding source for all contracts or contract modifications associated with this ordinance.
SECTION 5. 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 approved nor vetoes the same.