Explanation
BACKGROUND
This ordinance authorizes the Director of the Department of Technology, on behalf of the Department of Public Safety, to enter a contract with Winmill Software, Inc., for the purchase of Planview PPM, a program and project management (PPM) solution. This product is necessary to develop a PPM practice, which will be used by the Department of Technology, Enterprise Project Management Office in partnership with the Department of Public Safety, Project Management Office.
The term of the proposed contract with Winmill Software, Inc. is one year, expiring one year from the date of the confirmed purchase order, with the option to renew for four additional one-year terms. 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. Given the niche set of requirements for Safety’s PMO needs, it is in the City’s best interest to utilize bid waiver legislation for this ordinance.
FISCAL IMPACT
An expenditure of $38,939.00 for the contract’s one-year term ($14,174.00) plus a one-time implementation fee ($24,765.00) is authorized by this ordinance. Funds for this expenditure are budgeted and available in the Department of Public Safety General Fund, Fund 1000, and the Department of Technology, Information Services Fund, Fund 5100. The subsequent annual subscription fee is $14,174.00, which will be planned and budgeted for by the Department of Technology if renewals of this contract are pursued.
EMERGENCY DESIGNATION
This ordinance is being submitted with emergency designation to ensure there is no interruption or delay in the implementation of critical City technology and public safety operations, including support for the Real Time Crime Center, Safety-RMS, the Department of Technology’s Zero Trust Network (ZTN) initiative, IT Governance functions, and other related systems essential to the City’s secure and efficient operation.
CONTRACT COMPLIANCE
Vendor Name: Winmill Software, Inc.
Vendor Acct. #: 053816
Vendor will be contract complaint prior to the issuance of a purchase order.
Title
To authorize the Director of the Department of Technology to enter a contract with Winmill Software, Inc. for a term of one year, with the option to renew for four additional one-year terms, for the use of PPM Pro Product and services; to waive the competitive bidding provisions of the Columbus City Codes; to authorize an expenditure from the General Fund and the Information Services Fund; and to declare an emergency. ($38,939.00)
Body
WHEREAS, there is a need to purchase a subscription for a program and project management solution, which will assist in the development of a PPM practice, which will be used by the Department of Technology, Enterprise Project Management Office in partnership with the Department of Public Safety, Project Management Office; and
WHEREAS, this ordinance authorizes the Director of the Department of Technology, on behalf of the Department of Safety, to enter a contract with Winmill Software, Inc. for subscription to PPM Pro Product and services; and
WHEREAS, a waiver of the relevant provisions of Columbus City Codes relating to competitive bidding is hereby authorized; and
WHEREAS, is it necessary to authorize an expenditure of $38,939.00 from the General Fund and the Information Services Fund, in connection with this contract; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Technology in that it is immediately necessary to authorize the Director to enter into contract for the implementation of this measure to support and sustain critical systems, including the Real Time Crime Center, Safety-RMS, the Department’s Zero Trust Network initiative, IT Governance, and related technology infrastructure, all of which are vital to ensuring uninterrupted support of public safety and essential city operations, all for the immediate 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 the Department of Technology, on behalf of the Department of Public Safety, is hereby authorized to enter contract with Winmill Software, Inc. for the purchase of PPM Pro Product and services at a cost of $38,939.00 for a one-year term, starting on the date of a confirmed purchase order, with the option to renew for four additional one-year terms.
SECTION 2. That the expenditure of $38,939.00, or so much thereof as may be needed, is hereby authorized to be expended from the General Fund and the Information Services Fund, per the attachment hereto.
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 this contract.
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 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 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.