Explanation
This legislation will authorize the Finance and Management Director to modify an existing contract for software purchase, implementation and support services for the citywide performance management system. This software is used to track and report performance data related to the City's strategic objectives. Ordinance 0702-2004 authorized a contract with Panorama Business Views, Inc. in accordance with bids received for Solicitation SA001019.
Reasons for this modification request:
--The original contract did not include option contract (UTC) language to permit agencies other than the Finance and Management Department to order software, services or licenses from the contract. Since successful implementation of the performance management system in the Finance and Management Department, other agencies wish to utilize this contract, and the vendor has agreed to add this change to the contract.
--The contract expires April 30, 2006. In accordance with the original agreement, the Finance and Management Director is recommending this contract be extended for three years with two one-year extensions.
This contract will be modified in accordance with the provisions of sole source procurement. Once the City selected PBViews as their performance management tracking software application based on the results of the bid process, the software became proprietary and cannot be supported by any other company.
Contract compliance number: 52-2056160. The company is not debarred according to the Federal Excluded Party Listing System or prohibited from being awarded a contract according to the Auditor of the State Unresolved Findings for Recovery Certified Search database.
1. Amount of additional funds: The amount of the modification is $1.00, which permits the Finance and Management/Purchasing Office to add universal term contract (UTC) language for the option to purchase PBViews Software, implementation and support to the existing contract. City agencies must obtain approval to expend from their own budgeted funds for their estimated expenditures. The estimated citywide annual expenditure is $70,000.00.
2. Reason additional needs were not foreseen: The need to extend was foreseen and was provided for in the original contract. The Finance and Management Department has determined it would be beneficial to the City to make this performance management tracking software available to all agencies.
3. Reason other procurement processes not used: The original contract to buy this software and provide for maintenance and service was competitively bid in accordance with City Code. Panorama Business Views, Inc. is the only vendor authorized to provide maintenance or service support of the PBViews software.
4. How cost was determined: The cost, terms and conditions are in accordance with the original agreement. No lower pricing or more attractive terms and conditions are anticipated.
Title
To authorize and direct the Finance and Management Director to modify the contract for software purchase, implementation and support services for the City's performance management system with Panorama Business Views, Inc., in accordance with sole source provisions of the City Code, to authorize the expenditure of $1.00 from the Universal Term Contract Fund, and to declare an emergency. ($1.00)
Body
WHEREAS, the Purchasing Office advertised and solicited bids in accordance with SA001019; and
WHEREAS, Ordinance 0702-2004 authorized the Finance & Management Director to enter into a contract with Panorama Business Views, Inc. for software purchase, implementation and support services for a performance management tracking software system in accordance with the results of that bid process; and,
WHEREAS, it is in the best interest of the City to modify this contract to add language to permit all agencies to use this contract as a citywide universal term contract (UTC), and to extend the contract period; and,
WHEREAS, an emergency exists in the daily operation of the City in that it is immediately necessary to modify this contract so the City's ability to purchase software, implementation and support services for the performance management tracking software system continues without interruption; 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 Finance and Management Director is authorized and directed to modify the existing contract with Panorama Business Views, Inc. for the citywide performance management software system to include universal term contract (UTC) language to permit all agencies to utilize the contract for the option to purchase the software, implementation and support services and to extend the contract period for three years with the option to extend for two additional one-year periods.
SECTION 2. That the expenditure of $1.00 is authorized from the Universal Term Contract Fund, Organization Level 1: 45-50, Fund: 05-517, Object Level 3: 2270, OCA: 450020, to pay the cost thereof.
SECTION 3. That this contract is being modified in accordance with the provisions of sole source provisions of Section 329. 07 of the City Codes.
SECTION 4: That for the reasons stated in the preamble here to, which is hereby made a part thereof, 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 or vetoes the same.