Explanation
BACKGROUND:
This ordinance authorizes the Director of the Department of Technology to renew an agreement with Early Morning Software, Inc. for provisioning and hosting of the PRISM minority/female business enterprise (M/FBE) tracking system. The original agreement (EL013496) was authorized by ordinance 1548-2012, passed July 30, 2012, in award of solicitation SA004452. That agreement was for one year with four (4) options to renew for additional one year terms. The second year of the agreement was authorized by ordinance 1531-2013, passed July 15, 2013, through purchase order EL014757. This ordinance will authorize the third year of the application hosting services for the period October 1, 2014 through September 30, 2015 at a cost of $57,690.00, a $1,800.00 increase from the original annual hosting fee. Ordinance 1531-2013 also authorized this contract modification to incorporate additional funds needed to support an interface between the PRISM and PMIS systems.
This ordinance will also authorize a modification for an extension to the original purchase order EL013496. This extension is through June 30, 2015 and will enable the expenditure of any unspent balance ($40,999.50 as of August 19, 2014) on the purchase order, in order to complete the provisioning of the PRISM application.
Finally, this ordinance will authorize an extension to purchase order EL014757, associated with the contract modification authorized through ordinance 1531-2013. This extension is through June 30, 2015 and will enable the expenditure of any unspent balance ($30,800.00 as of August 19, 2014) on the purchase order, in order to complete the services specified in the contract modification.
FISCAL IMPACT:
In 2012 and 2013, $223,740.00 (Ord. 1548-2012) and $86,690.00 (Ord. 1531-2013) were legislated respectively with Early Morning Software, Inc., for the provisioning and hosting of the PRISM minority/female business enterprise (M/FBE) tracking system. Funding for this service (annual hosting fee renewal for the period October 1, 2014 through September 30, 2015 for $57,690.00) is budgeted and available within the Department of Technology Internal Services Fund. The aggregate contract total including this request is $368,120.00.
EMERGENCY:
Emergency action is requested to expedite authorization of this contract agreement in order to continue services from the supplier at the prices proposed.
CONTRACT COMPLIANCE:
Vendor: Early Morning Software, Inc. C.C.#: 52 - 1839305 Expiration Date: 06/16/2016
Title
To authorize the Director of the Department of Technology (DoT) to renew a contract agreement with Early Morning Software, Inc. for provisioning and hosting of a minority/female business enterprise (M/FBE) tracking system (PRISM); to modify the existing contract/purchase orders to extend the term period for one year; to authorize the expenditure of $57,690.00 from the Department of Technology, Internal Service Fund; and to declare an emergency. ($57,690.00)
Body
WHEREAS, the original agreement (EL013496) was authorized by ordinance 1548-2012, passed July 30, 2012. That agreement was for one year with four (4) options to renew for additional one year terms; and
WHEREAS, this ordinance authorizes the Director of the Department of Technology to renew this contract agreement for the third year with Early Morning Software, Inc. for provisioning and hosting of the PRISM minority/female business enterprise (M/FBE) tracking system for the period October 1, 2014 through September 30, 2015 at a cost of $57,690.00; and
WHEREAS, this ordinance will also authorize a modification for extension to purchase orders (EL013496 and EL014757) associated with the initial contract and contract modification authorized through ordinances 1548-2012 and 1531-2013. These extensions are through June 30, 2015 and will enable the expenditures of any unspent balances on the purchase orders, in order to complete the provisioning of the PRISM application; and
WHEREAS, an emergency exists in that it is immediately necessary for the Director of the Department of Technology (DoT) to renew a contract agreement with Early Morning Software, Inc. for provisioning and hosting of a minority/female business enterprise (M/FBE) tracking system, thereby preserving 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 (DoT) is hereby authorized to renew a contract agreement with Early Morning Software, Inc. for provisioning and hosting of a minority/female business enterprise (M/FBE) tracking system (PRISM). This ordinance will authorize the third year of the application hosting services for the period October 1, 2014 through September 30, 2015 at a cost of $57,690.00. This ordinance will also authorize a modification for extensions to the contract/purchase orders (EL013496 and EL014757) associated with the original agreement through June 30, 2015. The total amount of this legislation is $57,690.00.
SECTION 2. That the expenditure of $57,690.00 or so much thereof as may be necessary is hereby authorized to be expended from:
Division: 47-02| Fund: 514| Subfund: 001| OCA Code: 470202| OBJ Level 1: 03| OBJ Level 03: 3369| Amount: $57,690.00|
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 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 approves nor vetoes the same.