Explanation
BACKGROUND: The Department of Technology (DoT) requires professional project management and system services to support ongoing development and operation of the City's Geographic Information System (GIS). The DoT obtained competitive proposals in compliance with City Procurement Code Section 329.11, and subsequently acquired City Council approval of Ordinance 2535-00 on November 20, 2000, to authorize a contract with PlanGraphics, Inc. to provide funding for the project management and system support services. Also, this initiative is in alignment with the Columbus Covenant Goal of "Peak Performance".
This legislation will modify contract agreement #EL001033 for one full year, in order to fund Task Order 13. The contract agreement requires that Task Orders funded by a Purchase Order be utilized in compliance with and subject to its terms and conditions and describe the specific requirements and responsibilities associated with various projects. Task Order 13 provides contract deliverables as defined in the Purchasing RFSQ #S000518GM and include services such as: provide on-site GIS technical support, population of City's GIS database, consulting to the GIS Project Manager, general technical support, oversight and review of project status and performance on a quarterly basis, provide technical support to help the City organize data modeling sessions; review and select appropriate software, review and provide procedures, recommendations on procedures and specifications associated with the GIS project, data conversion and quality control in written report and recommendations/actions, create specifications and support in the development of Web-based GIS query and applications, and perform various other project implementation work as assigned for specific City user agencies (e.g. Fire, Development, Utilities).
This work will be provided on a time-and-materials basis with a not-to-exceed cap, commencing on September 1, 2003 to August 31, 2004.
1. The amount of additional funds to be expended under this contract is $110,000.00
2. The need for additional goods and services was foreseen at the time the original master agreement was established with an option to renew the contract each year on the contract anniversary date for up to three additional years beyond the initial term of the master agreement, which began effective January 3, 2001. Also, the initial contract was established with the intent to add more funding as required for specific task orders throughout the course of any contract renewal term.
3. Further, it is not in the City's best interest to have the additional contract requirements awarded through other procurement process due to the duplication of time and administrative overhead involved with recreating the lengthy procurement process defined in City Code 329.11, which was used to implement the existing contract.
FISCAL IMPACT:
For fiscal year 2000 $110,000.00 was expended; $250,000.00 was expended in 2001and $205,572.00 in 2002 for various Task Orders provided by the PlanGraphic's contract. Funding is available for this modification, of $110,000.00 within the 2003 Department of Technology, Information Services budget.
EMERGENCY:
Emergency legislation is requested to expedite authorization of this contract in order to facilitate uninterrupted services from a GIS Project Management and System Support Services provider.
CONTRACT COMPLIANCE: 61-0954403 Expiration: 02/11/2006
Title
To authorize the Director of the Department of Technology to modify a contract with PlanGraphics, Inc. for the purchase of GIS Project Management and System Services for the Department of Technology, to authorize the expenditure of $110,000.00 from the Information Services Fund, and to declare an emergency. ($110,000.00)
Body
WHEREAS, The Department of Technology (DoT) requires professional project management, on-site support and system support services to support ongoing development and operation of the City's Geographic Information System, and
WHEREAS, The DoT obtained competitive proposals in compliance with City Procurement Code Section 329.11, and subsequently acquired City Council approval of Ordinance 2535-00 on November 20, 2000, to authorize a contract with PlanGraphics, Inc. to provide funding for the project management and system support services, and
WHEREAS, Said contract requires that Task Orders funded by a Purchase Order be utilized in compliance with and subject to its terms and conditions, to describe the specific requirements and responsibilities associated with various projects, and
WHEREAS, This legislation is to modify Contract #EL001033, which will fund Task Order 13, provided under the contract's master agreement, and
WHEREAS, Task Order 13 provides contract deliverables as defined in RFSQ #S000518GM paragraph 3.1 and 3.2 for the period of September 2003 through August 2004, and
WHEREAS, The services will include, yet not limited to on-site support, consultation to GIS Project Manager, general technical support, oversight, and review of project status with recommendations, and
WHEREAS, Funding is available for this modification, of $110,000.00 within the 2003 Department of Technology, Information Services budget, and
WHEREAS, An emergency exists in the usual daily operation of the Department of Technology that it is immediately necessary to authorize the Director of the Department of Technology to modify the contract with PlanGraphics, Inc., thereby preserving the public health, peace, 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 be and is hereby authorized to modify a contract for the purchase of on-site GIS support, GIS Project Management and System Support Services for PlanGraphics, Inc. related to the operational support of existing production software applications and the development support of critical systems functions.
SECTION 2: That the expenditure of $110,000.00 or so much thereof as may be necessary is hereby authorized to be expended from:
Division: 47-02
Fund: 514/001
OCA Code: 286021
Object Level 1 03
Object Level 3 3336
Amount: $110,000.00
SECTION 3: 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.