Explanation
BACKGROUND
This ordinance authorizes the Director of Technology, on behalf of the Department of Neighborhoods, to modify and extend a contract for annual maintenance and hosting related costs with Granicus, LLC (formerly Rock Solid Technology, Inc.) for the 311 Response System, OneView.
The Department of Neighborhoods uses the 311 Response System to facilitate customer contacts. The use of an off-the-shelf system, that is utilized in other communities, provides the 311 Customer Service Center with access to ongoing updates and industry best practices. This contributes to the ability of the 311 team to provide excellent customer service to all residents when they make contact by phone, e-mail, the 311 website, CBUS 311 mobile app, and in person at the Neighborhood Pride Centers. The intent of this contract is to continue to provide the City of Columbus, Department of Neighborhoods, with the 311 Response System, OneView. The contract includes annual maintenance and other hosting-related costs of the 311 Response System.
To procure these services, a Request for Statement of Qualifications (RFSQ - SA011653) was published March 1, 2019. The committee determined that Rock Solid Technology, Inc. met all requirements outlined in the RFSQ. The committee recommended an award to the Director of the Department of Technology and Department of Neighborhoods, and was accepted. Due to the time required to fully review and evaluate all proposals, the bid that was submitted by Rock Solid Technology, Inc. in April of 2019 had since expired. The vendor agreed to honor the pricing and terms and conditions presented in their April 2019 bid proposal. Because the bid expired, a waiver of competitive bidding provisions of Columbus City Code was requested. Ordinance 1765-2020 authorized the Director of the Department of Technology (DoT), on behalf of the Director of the Department of Neighborhoods, to enter a five-year contract with Rock Solid Technology, Inc. for the above-described services, and waived the competitive bidding process.
Ordinance 3182-2024 authorized a renewal at a total cost of $300,000.00 for a period of twelve (12) months, starting on March 30, 2025, and ending on March 29, 2026.
This ordinance authorizes the Director of the Department of Technology to modify the original contract by extending the term of the contract for a period of twelve months, starting on March 30, 2026, and ending on March 29, 2027, and adding funds in the amount of $327,257.33. This agreement also modifies the contract to add four annual renewal options, subject to mutual agreement and approval of proper City authorities.
This ordinance also authorizes a waiver of competitive bidding, in accordance with relevant provisions of Chapter 329 of the Columbus City Codes. Given the established relationship with this contractor, and the lack of sufficient time to obtain and award bids before the current contract expires, it is in the City’s best interest to utilize bid waiver legislation for this ordinance.
1.1 Amount of additional funds to be expended:
The original contract amount: $1,000,000.00 (PO243373, Ord. 1765-2020)
Modification #1: $288,862.00 (PO442127, Ord. 3078-2023)
Renewal #1: $300,000.00 (PO495500, Ord. 3182-2024)
Modification #2: $327,257.33 (This ordinance)
The contract amount including all renewals/modifications: $1,916,119.33
1.2 Reasons additional goods/services could not be foreseen:
This modification is necessary to provide additional funding to ensure continuity of service and maintain operational efficiency for the Department of Neighborhoods.
1.3 Reason other procurement processes are not used:
The City currently uses the OneView 311 Response System provided by Granicus, LLC, which was originally procured through a competitive RFSQ process. Continuation of this contract ensures uninterrupted service, system compatibility, and access to ongoing updates and maintenance; therefore, it is in the best interest of the City to modify this contract, not have the additional contract requirements awarded through other procurement processes and waive competitive bidding provisions.
1.4 How cost of modification was determined:
The cost of this contract modification is based on the pricing as defined in the original proposal.
CONTRACT COMPLIANCE
Vendor: Granicus, LLC
Vendor Account #: 007882
Expiration date: 9/18/2027
FISCAL IMPACT
Funding in the amount of $327,257.33 is budgeted and available in the Department of Technology, Information Services Operating Fund, Fund 5100.
Title
To authorize the Director of the Department of Technology to modify a contract with Granicus, LLC for the 311 Response System, OneView; to waive the competitive bidding provisions of the Columbus City Codes; and to authorize the expenditure of $327,257.33 from the Information Services Operating Fund. ($327,257.33)
Body
WHEREAS, Ordinance 1765-2020 authorized the Director of the Department of Technology (DoT), on behalf of the Director of the Department of Neighborhoods, to enter a five-year contract with Rock Solid Technology Inc. in the amount of $1,000,000.00 for a new 311 Response System and waived the relevant provisions of Columbus City Codes relating to competitive bidding; and
WHEREAS, Ordinance 3078-2023 authorized the Director of the Department of Technology (DoT), on behalf of the Director of the Department of Neighborhoods, to modify an existing contract with Granicus, LLC (formerly known as Rock Solid Technology Inc.), for the hosting of the 311 Response System in the amount of $288,862.00; and
WHEREAS, Ordinance 3182-2024 authorized a renewal at a total cost of $300,000.00 for a period of twelve (12) months, starting on March 30, 2025, and ending on March 29, 2026.
WHEREAS, this ordinance authorizes the Director of the Department of Technology to modify the original contract by extending the term for a period of twelve months, starting on March 30, 2026, and ending on March 29, 2027, and adding funds in the amount of $327,257.33; and
WHEREAS, a waiver of the relevant provisions of Columbus City Codes relating to competitive bidding is hereby authorized; and
WHEREAS, this contract modification includes four annual renewal options, subject to mutual agreement and approval of proper City authorities; and
WHEREAS, it has become necessary in the usual daily operation of the Department of Technology to authorize the Director to modify a contract with Granicus, LLC for the hosting of the 311 Response System, OneView to support a full-featured, citizen-focused solution that simplifies service request management and provides a centralized hub for every resident interaction for the preservation of the public health, peace, property, safety, and welfare; and NOW, THEREFORE,
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Director of Technology be, and hereby is, authorized to modify a contract with Granicus, LLC for the hosting of the 311 Response System, OneView contract in an amount up to $327,257.33, and to extend the expiration date of the contract to March 29, 2027, with four annual renewal options, subject to mutual agreement and approval of proper City authorities.
SECTION 2. That the expenditure of $327,257.33 or so much thereof as may be necessary, is hereby authorized as provided on the attachment to this ordinance. (see 2770-2025EXP)
SECTION 3. That this Council finds it in the City's best interest to waive the competitive bidding provisions of Chapter 329 of City Code to enter into this contract.
SECTION 4. That funds are hereby deemed appropriated and the City Auditor shall establish such accounting codes as necessary.
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 6. That this ordinance shall take effect and be in force from and after the earliest period allowed by law.