Explanation
BACKGROUND
This ordinance authorizes the Director of the Department of Technology, on behalf of the Department of Human Resources, to enter into a contract with iReportSource, Inc., for technical support, maintenance, and hosting of the iReport software system in the amount $115,185.00, which includes $10,000.00 in contingency funds.
iReport is a risk management software solution used for training, safety audits, near misses, incident reporting, tracking, and investigation. Human Resources, Citywide Occupational Safety and Health Program (COSHP) is the administrator of the application for the entire City enterprise. Implementation of this enterprise solution began in 2021.
The term of this contract is April 1, 2027, to March 31, 2028, with the option to renew for four (4) additional one-year terms, upon mutual agreement and approval of Columbus City Council. This ordinance authorizes funding for the first year of the contract term. The Department of Technology will plan for future costs of this contract within its budget and will seek Council approval for such funding, if required by City Code.
This ordinance also authorizes a waiver of competitive bidding, in accordance with relevant provisions of Chapter 329 of the Columbus City Codes. To avoid the significant expense of onboarding a new software platform and capitalize on our established relationship with the current contractor, it is in the City's best interest to proceed with this ordinance via bid waiver.
FISCAL IMPACT
Funding is available within the 2026 Department of Technology, Information Services Operating Fund.
CONTRACT COMPLIANCE
Vendor Name: iReportSource, Inc.
Vendor Account: 025604
Expiration Date: 1/14/2027
Title
To authorize the Director of the Department of Technology, on behalf of the Department of Human Resources, to enter into a contract with iReportSource, Inc., for technical support, maintenance, and hosting of the iReport software system with the option to renew for four (4) additional one-year terms; to waive the competitive bidding provisions of Columbus City Codes; and to authorize an expenditure from the Department of Technology, Information Services Operating Fund. ($115,185.00)
Body
WHEREAS, it is necessary to authorize the Director of Technology, on behalf of the Department of Human Resources, to enter into a contract with iReportSource, Inc. for the annual maintenance and support of the City’s risk management software solution; and
WHEREAS, the term of this agreement shall be for one year, starting April 1, 2027, and ending March 31, 2028, at a cost of $115,185.00; and
WHEREAS, this ordinance authorizes the option to renew the agreement for four (4) additional one-year terms upon mutual agreement and approval of Columbus City Council ; and
WHEREAS, a waiver of the relevant provisions of Columbus City Codes relating to competitive bidding is hereby authorized; and
WHEREAS, it has become necessary in the usual daily operation of the Department of Technology on behalf of the Department of Human Services to authorize the Director to enter into a contract with iReportSource, Inc. for technical support, maintenance, and hosting of the iReport application, for the preservation of 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, on behalf of the Department of Human Resources, be and is hereby authorized to enter into contract with iReportSource, Inc., for technical support, maintenance, and hosting for the term of one year starting on April 1, 2027, and ending on March 31, 2028, at a cost of $115,185.00, with the option to renew for four (4) additional one-year terms.
SECTION 2. That the expenditure of $115,185.00, or so much thereof as may be necessary, is hereby authorized to be expended as shown in the attachment to this ordinance (see 2801-2026EXP).
SECTION 3. 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 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 this ordinance is submitted in accordance with the bid waiver provisions of Section 329 of Columbus City Codes and City Council does hereby waive the competitive bidding requirements under the Columbus City Codes.
SECTION 6. That this ordinance shall take effect and be in force from and after the earliest period allowed by law.