BACKGROUND:
This ordinance authorizes the Director of the Finance and Management Department, on behalf of the Department of Technology, to establish a purchase order with Environmental Systems Research Institute (ESRI), utilizing State of Ohio Term Schedule 533197-3 with an expiration date of March 10, 2018, authorized for the City’s use by ordinance 582-87, for geographic information systems (GIS) consulting services. Professional services from ESRI will enable the City to complete needed upgrades to the GIS system consistent with ESRI best practices. The term of the agreement will be from the date of a certified purchase order from the City Auditor's office through March 10, 2018, and will provide for needed professional services at a cost of $50,000.00.
This ordinance will also authorize the extension and use of any remaining funds/unspent balance ($37,816.14 as of 11/29/17) of the existing/current purchase order PO030790 through March 10, 2018.
The City’s technology standard for GIS software is ESRI ArcGIS. The City’s GIS system supports several business applications, such as web-based applications utilized by city residents and city employees, crime mapping, My Neighborhoods, Capital Improvement Projects Map, the Zoning Map applications, Citywide desktop software used for data maintenance and analysis, as well as other GIS data products.
EMERGENCY:
Emergency designation is being requested for this purchase to continue with services that are necessary to support daily operation activities; to ensure no service interruption.
FISCAL IMPACT:
In 2015 and 2016, the department legislated $31,382.00 authorized under ordinance number 0973-2015 passed by City Council May 6, 2015 ( FL006264) and $49,918.02 under ordinance number 1751-2016 passed by City Council July 26, 2016. The total cost for the (2017) professional services to be provided by Environmental System Research Institute (ESRI) is $50,000.00. Funds have been identified and are budgeted within the Enterprise System Upgrades- GIS Project, Project number: P470047-100005, Department of Technology, Information Services Division, Capital Improvement Bond Fund.
CONTRACT COMPLIANCE:
Vendor Name: Environmental Systems Research Institute; CC #: 95-2775732 (DAX Vendor Account: 010901); Expiration Date: 03/07/2019
Title
To authorize the Director of the Finance and Management Department, on behalf of the Department of Technology, to establish a purchase order with Environmental Systems Research Institute (ESRI) utilizing a State of Ohio Term Schedule contract for professional services to assist with upgrading its geographic information system (GIS), in the amount of $50,000.00; to authorize the extension and use of any remaining funds/unspent balance of the existing/current purchase order PO030790; to authorize the expenditure of $50,000.00 from the Department of Technology, Information Services Division, Capital Improvement Bond Fund; and to declare an emergency. ($50,000.00)
Body
WHEREAS, this legislation authorizes the Director of the Finance and Management Department, on behalf of the Department of Technology, to establish a purchase order with Environmental Systems Research Institute (ESRI) utilizing a State of Ohio Term Schedule contract, per Ordinance 582-87, numbered 533197-3 with an expiration date of March 10, 2018, for geographic information systems (GIS) professional services to assist the City with upgrading its geographic information system (GIS); and
WHEREAS, the term of the agreement will be from the date of a certified purchase order from the City Auditor's office through March 10, 2018, and will provide for needed professional services at a cost of $50,000.00; and
WHEREAS, it is necessary to authorize the extension and use of any remaining funds/unspent balance ($37,816.14 as of 11/29/17) of the existing/current purchase order PO030790 through March 10, 2018; and
WHEREAS, the City’s technology standard for GIS software is ESRI ArcGIS. The City’s GIS system supports several business applications, such as web-based applications utilized by city residents and city employees, crime mapping, My Neighborhoods, Capital Improvement Projects Map, the Zoning Map applications, Citywide desktop software used for data maintenance and analysis, as well as other GIS data products; 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 of the Finance and Management Department, on behalf of the Department of Technology, to establish a purchase order with Environmental Systems Research Institute (ESRI) for professional services to assist the City with upgrading its geographic information system (GIS), for the immediate preservation of the public health, peace, property and safety.
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Director of Finance and Management, on behalf of the Department of Technology, be and is hereby authorized to establish a purchase order with Environmental Systems Research Institute (ESRI) utilizing a State of Ohio Term Schedule contract, per Ordinance 582-87, numbered 533197-3 with an expiration date of March 10, 2018, for geographic information systems (GIS) professional services to assist the City with upgrading its geographic information system (GIS). The term of the agreement will from the date of a certified purchase order from the City Auditor's office through March 10, 2018, and will provide for needed professional services at a cost of $50,000.00.
SECTION 2. That the Department is authorized to extend and use any remaining funds/unspent balance ($37,816.14 as of 11/29/17) of the existing/current purchase order PO030790 through March 10, 2018.
SECTION 3. 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, Information Services Division, Capital Improvement Bond Fund, is hereby authorized as follows: (see attachment 3138-2017 EXP)
Div.: 47-02|Fund: 5105|SubFund: n/a| Obj. Class.: 06| Main Acct.: 66530| Program: CW001 |Section 3: 470201 | Section 4: IT03 | Section 5: n/a | Project ID: P470047-100005 | Procurement Category: Engineering and Research and Technology Based Services| Project Name: Enterprise System Upgrades- GIS |Planning Area: 99| Amount: $50,000.00|
SECTION 4. 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 5. 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 6. That the City Auditor is hereby authorized to transfer the unencumbered balance in a project account to the unallocated balance account within 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 7. 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.