Explanation
BACKGROUND:
This ordinance authorizes the Directors of the Department of Technology (DoT), the Department of Public Utilities (DPU) and the Equal Business Opportunity Commission Office (EBOCO), to enter into a contract with Early Morning Software, Inc. for provisioning and hosting of a minority/female business enterprise (M/FBE) tracking system. The City requires a new M/FBE tracking system to replace the existing and outdated Biztrack system used to fulfill the requirements of City Code Title 39. Early Morning Software will help the City implement its PRISM software solution, and provide system hosting services to support the ongoing operation of PRISM. The term of this agreement is for one (1) year from the date of a purchase order certified by the City Auditor. This agreement includes annual options to renew, subject to mutual agreement and approval of proper City authorities. The total cost of $223,740.00 includes ($149,700.00 for professional services for project implementation, $18,150.00 for training services and $55,890.00 for the first year of software hosting fee service.
To procure these services, a Request for Proposals (SA004452) was published June 14, 2012. The solicitation received one (1) proposal, which was scored by an evaluation committee of three (3) representatives from City departments. The committee scored the proposal, using the following criteria: competence of the offeror (up to 25 points), quality and feasibility of proposed software and services (25 points), ability of the offeror (10 points), past performance of the offeror (25 points), and the total cost of ownership of the proposed solution (15 points). The committee determined that Early Morning Software met all requirements outlined in the RFP, and the PRISM system would meet the City's needs for a new M/FBE tracking system. The committee recommended an award to the Director of the Department of Technology and was accepted.
After further discussions with Early Morning Software, a revised proposal was submitted with a revised cost. Given revisions to the original proposal, this ordinance requests waiver of competitive bidding provisions of Columbus City Code.
FISCAL IMPACT:
The cost associated with this agreement is $223,740.00 with Early Morning Software, Inc The funds to cover this expense are budgeted and available within the Department of Technology, Internal Service Fund.
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 Name: Early Morning Software, Inc. C.C.#: 52 - 1839305 Expiration Date: 3/22/2014
Title
To authorize the Directors of the Department of Technology (DoT), the Department of Public Utilities (DPU) and the Equal Business Opportunity Commission Office (EBOCO), to enter into a contract with Early Morning Software, Inc. for provisioning and hosting of a minority/female business enterprise (M/FBE) tracking system; to waive the competitive bidding provisions of the Columbus City Code; to authorize the expenditure of $223,740.00 from the Department of Technology, Internal Service Fund; and to declare an emergency. ($223,740.00)
Body
WHEREAS, a Request for Proposals (SA004452) was published June 14, 2012. The solicitation received one (1) proposal, which was scored by an evaluation committee of three (3) representatives from City departments. The committee determined that Early Morning Software met all requirements outlined in the RFP, and the PRISM system would meet the City's needs for a new M/FBE tracking system. The committee recommended an award to the Director of the Department of Technology and was accepted; and
WHEREAS, this legislation authorizes the Directors of the Department of Technology (DoT), the Department of Public Utilities (DPU) and the Equal Business Opportunity Commission Office (EBOCO), to enter into a contract with Early Morning Software, Inc. for provisioning and hosting of a minority/female business enterprise (M/FBE) tracking system. The City requires a new M/FBE tracking system to replace the existing and outdated Biztrack system used to fulfill the requirements of City Code Title 39; and
WHEREAS, Early Morning Software will assist the City with implementing its PRISM software solution, and provide system hosting services to support the ongoing operation of PRISM. The term of this agreement is for one (1) year from the date of a purchase order certified by the City Auditor. This agreement includes annual options to renew, subject to mutual agreement and approval of proper City authorities. The cost for the first year of this agreement is $223,740.00; and
WHEREAS, this ordinance also requests a waiver of competitive bidding requirements of Columbus City Code, in accordance with section 329.27; and
WHEREAS, an emergency exists in that it is immediately necessary for the Directors of the Department of Technology (DoT), the Department of Public Utilities (DPU) and the Equal Business Opportunity Commission Office (EBOCO), to enter into a contract 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 Directors of the Department of Technology (DoT), the Department of Public Utilities (DPU) and the Equal Business Opportunity Commission Office (EBOCO), are hereby authorized to enter into a contract with Early Morning Software, Inc. for provisioning and hosting of a minority/female business enterprise (M/FBE) tracking system (PRISM). The City requires a new M/FBE tracking system to replace the existing and outdated Biztrack system used to fulfill the requirements of City Code Title 39. The term of this agreement is for one (1) year from the date of a purchase order certified by the City Auditor. This agreement includes annual options to renew, subject to mutual agreement and approval of proper City authorities. The cost for the first year of this agreement is $223,740.00 for professional and training services and vendor hosting fees.
SECTION 2. That the expenditure of $223,740.00 or so much thereof as may be necessary is hereby authorized to be expended from:
OBJ Level: 3336 ($167,850.00):
Division: 47-01| Fund: 514| Subfund: 550| OCA Code: 514550| OBJ Level 1: 03| OBJ Level 03: 3336| Amount: $10,238.85| Electricity/Power
Division: 47-01| Fund: 514| Subfund: 600| OCA Code: 514600| OBJ Level 1: 03| OBJ Level 03: 3336| Amount: $65,125.80| Water
Division: 47-01| Fund: 514| Subfund: 650| OCA Code: 514650| OBJ Level 1: 03| OBJ Level 03: 3336| Amount: $73,014.75| Sanitary Sewers & Drains
Division: 47-01| Fund: 514| Subfund: 675| OCA Code: 514675| OBJ Level 1: 03| OBJ Level 03: 3336| Amount: $19,470.60| Storm Water
OBJ Level: 3367 ($55,890.00):
Division: 47-01| Fund: 514| Subfund: 550| OCA Code: 514550| OBJ Level 1: 03| OBJ Level 03: 3367| Amount: $3,409.29| Electricity/Power
Division: 47-01| Fund: 514| Subfund: 600| OCA Code: 514600| OBJ Level 1: 03| OBJ Level 03: 3367| Amount: $21,685.32| Water
Division: 47-01| Fund: 514| Subfund: 650| OCA Code: 514650| OBJ Level 1: 03| OBJ Level 03: 3367| Amount: $24,312.15| Sanitary Sewers & Drains
Division: 47-01| Fund: 514| Subfund: 675| OCA Code: 514675| OBJ Level 1: 03| OBJ Level 03: 3367| Amount: $6,483.24| Storm Water
TOTAL AMOUNT: $223,740.00
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 this ordinance requests to waive the competitive bidding provisions of the Columbus City Codes Section 329.07.
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.