Explanation
BACKGROUND:
This ordinance authorizes the Director of the Department of Technology to enter into an agreement with Information Control Corporation (ICC) to provide for professional services to assist the City in upgrading its legacy Sharepoint intranet environments to Microsoft Sharepoint 2013 (the latest version). The term of this agreement will be from the date of a certified purchase order through December 31, 2014, with an option to renew for an additional one year term, subject to mutual agreement and approval of proper City authorities. The cost of the professional services is $265,492.00 which includes $50,000.00 for development of the Department of Public Utilities (DPU) Legislation Automation Sharepoint Site.
To procure these services, a Request for Proposals (SA005133) was published November 7, 2013. The solicitation received nine (9) proposals, which were scored by an evaluation committee of five (5) Department of Technology employees. Each committee member scored the proposals, using the following criteria: competence of the offeror (up to 25 points), quality and feasibility of proposed services (25 points), ability of the offeror (10 points), past performance of the offeror (25 points), and the total cost of proposed services (15 points). Based on the first round of evaluation, four offerors were invited to present additional information to the evaluation committee and clarify their proposals. Following these presentations, the committee ranked the finalists proposals using the same criteria used in the first round of evaluation. See attachment C*.
The committee recommended the highest ranked offeror -Information Control Corporation (ICC) - to the Director of the Department of Technology. The Director concurred with the committee's recommendation and a contract has been successfully negotiated with the vendor.
Information Control Corporation's (ICC's) cost for the services and deliverables for the project are as follows:
Project Manager - $80.00/hour for 392 hours
Business Analyst - $76.00/hour for 712 hours
SharePoint Architect - $115.00/hour for 140 hours
SharePoint Lead Developer - $85.00/hour for 688 hours
SharePoint Developer - $65.00/hour for 280 hours
Senior SharePoint Engineer - $85.00/hour for 800 hours
SharePoint Engineer - $65.00/hour for 296 hours
Services for this project will be billed to the City of Columbus on a time and materials (T&M) basis and the budget for the project will be consumed and tracked on an hourly basis at the rates described above. Proposed costs are inclusive of expenses, including travel.
This ordinance also authorizes the transfer of appropriation and cash between projects within the Information Services Bond Fund, and to amend the 2013 Capital Improvement Budget (CIB), passed by Columbus City Council April 1, 2013 via Ordinance # 0645-2013 <tel:0645-2013>, to accommodate for the additional expenditure authorized by this ordinance.
EMERGENCY:
Emergency action is requested to expedite authorization of this contract in order to initiate services from the supplier at the prices proposed.
CONTRACT COMPLIANCE:
Vendor: Information Control Corporation F.I.D.#/CC#: 310937267 Expiration Date: 02/11/2016
FISCAL IMPACT:
The total cost associated with this legislation is $265,492.00. Funds totaling $215,492.00 will come from Department of Technology, Information Services Division, Capital Improvement Fund as follows: Microsoft Project Implementation (# 470047-100006 <tel:470047-100006>) $150,000.00, and transferring appropriation and cash in the amount of $65,492.00 from the following projects: HVAC Upgrade (# 470036-100000 <tel:470036-100000>) $7,377.20, Business Intelligence (# 470047-100004 <tel:470047-100004>) $34,176.20, and eGov Mobile Application (# 470050-100001 <tel:470050-100001>) $23,938.60. The remaining $50,000.00 will come from the Department of Technology, Internal Service Fund, DPU direct charge budget for 2014.
To amend the 2013 Capital Improvement Budget; to authorize the transfer of appropriation and cash between projects within the Information Services Bond Fund; to authorize the Director of the Department of Technology to enter into an agreement with Information Control Corporation (ICC),effective on the date of a purchase order certified by the City Auditor's Office, for professional services to assist the City in upgrading its legacy Sharepoint intranet environments to Microsoft Sharepoint 2013; to authorize the expenditure of $215,492.00 from the Department of Technology, Information Services Division, Capital Improvement Fund and $50,000.00 from the Internal Services Fund; and to declare an emergency. ($265,492.00)
Body
WHEREAS, to procure these systems and services, a Request for Proposals (SA005133) was published November 7, 2013. The committee recommended the highest ranked offeror, - ICC - to the Director of the Department of Technology; and
WHEREAS, this legislation authorizes the Director of the Department of Technology to enter into an agreement, effective on the date of a purchase order certified by the City Auditor's Office through December 31, 2014 with an option to renew for an additional one year term, subject to mutual agreement and approval of proper City authorities, with Information Control Corporation (ICC) in the amount of $265,492.00; and
WHEREAS, this agreement will provide for professional services to assist the City in upgrading its legacy Sharepoint intranet environments to Microsoft Sharepoint 2013 (the latest version) in addition to development of the Department of Public Utilities (DPU) Legislation Automation Sharepoint Site; and
WHEREAS, this ordinance also authorizes the transfer of authority and cash between projects within the Information Services Bond Fund, and will amend the 2013 Capital Improvement Budget (CIB) to accommodate for the expenditure authorized by this ordinance; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Technology, in that it is immediately necessary for the Director of the Department of Technology, to enter into an agreement, effective on the date of a purchase order certified by the City Auditor's Office through December 31, 2014, with Information Control Corporation (ICC) for professional services to assist the City in upgrading its legacy Sharepoint intranet environments to Microsoft Sharepoint 2013 and for the immediate 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 is hereby authorized to enter into an agreement, effective on the date of a purchase order certified by the City Auditor's Office through December 31, 2014 with an option to renew for an additional one year term, subject to mutual agreement and approval of proper City authorities, with Information Control Corporation (ICC) in the amount of $265,492.00 to provide for professional services to assist the City in upgrading its legacy Sharepoint intranet environments to Microsoft Sharepoint 2013.
SECTION 2: That the 2013 Capital Improvement Budget is hereby amended as follows for this expenditure:
Department of Technology, Information Services Dept./Div. 47-02
Information Services Bond Fund #514:
Project Name/ Current CIB Revised Amount Amount Change
Number/Subfund Amount
HVAC Upgrade:
HVAC Upgrade:
Business Intelligence:
e-Gov Mobile Application
470050-100001 <tel:470050-100001>/carryover/002 $28,622 $ 4,683 ($23,939)
Microsoft Project Implementation:
SECTION 3: That the City Auditor is hereby authorized and directed to transfer appropriation and cash between projects within the Information Services Bond Fund as follows:
FROM:
Div.: 47-02|Fund: 514|Subfund: 002 |Project Name: HVAC Upgrade (Carryover)| Project No.: 470036-100000 <tel:470036-100000> | Project OCA: 470036| Obj. Level 1: 06|Obj. Level 3: 6620|Amount: $7,377.20
Div.: 47-02|Fund: 514|Subfund: 002 |Project Name: Business Intelligence(Carryover)| Project No.: 470047-100004 <tel:470047-100004> | Project OCA: 514474| Obj. Level 1: 06|Obj. Level 3: 6655|Amount: $34,176.20
Div.: 47-02|Fund: 514|Subfund: 002 |Project Name: e-Gov Mobile Application(Carryover)| Project No.: 470050-100001 <tel:470050-100001> | Project OCA: 470950| Obj. Level 1: 06|Obj. Level 3: 6655|Amount: $23,938.60
TO:
Div.: 47-02|Fund: 514|Subfund: 002 |Project Name: Microsoft Project Implementation (Carryover)| Project No.: 470047-100006 <tel:470047-100006> | Project OCA: 474706| Obj. Level 1: 06|Obj. Level 3: 6655|Amount:$65,492.00
SECTION 4: That the expenditure of $215,492.00 or so much thereof as may be necessary is hereby authorized to be expended from the Department of Technology, Information Services Division, Capital Improvement Fund, is hereby authorized as follows:
Div.: 47-02|Fund: 514|Subfund: 002 |Project Name: Microsoft Project Implementation| Project No.: 470047-100006 <tel:470047-100006> | Project OCA: 474706| Obj. Level 1: 06|Obj. Level 3: 6655|Amount:$215,492.00
SECTION 5: That the expenditure of $50,000.00 or so much thereof as may be necessary is hereby authorized to be expended from the Department of Technology, Internal Services Fund, is hereby authorized as follows:
Dept./Div. 47-01| Fund 514| Sub-fund: 550| |OCA Code: 514550| Obj. Level 1: 03| Obj. Level 3: 3358| Amount: $3,050.00| Electricity
Dept./Div. 47-01| Fund 514| Sub-fund: 600| |OCA Code: 514600| Obj. Level 1: 03| Obj. Level 3: 3358| Amount: $19,400.00| Water
Dept./Div. 47-01| Fund 514| Sub-fund: 650| |OCA Code: 514650| Obj. Level 1: 03| Obj. Level 3: 3358| Amount: $21,750.00| Sewers & Drains
Dept./Div. 47-01| Fund 514| Sub-fund: 675| |OCA Code: 514675| Obj. Level 1: 03| Obj. Level 3: 3358| Amount: $5,800.00| Stormwater
SECTION 6: 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 7: 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 8: That the City Auditor is hereby authorized to transfer unencumbered balance in a project account to the unallocated balance account with the same fund upon receipt of certification by the Director of the Department administering said project that the project has been completed and the monies are no longer required for said project.
SECTION 9: 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.