City of Columbus - File #: 1809-2011

• File #: 1809-2011
• Version: 1
• Type: Ordinance
• Status: Passed
• File created: 10/18/2011
• In control: Administration Committee
• On agenda: 11/14/2011
• Final action: 11/16/2011
• Title: To authorize the Director of the Department of Technology and the Director of the Human Resources Department, to renew and modify an annual software maintenance and support contract with Intellinetics, Inc. for a document management system utilized by the Human Resources Employee Benefits/Risk Management division and also as part of the Columbus Human Resources Information System (CHRIS); to waive the competitive bidding provisions of the Columbus City Code; to authorize the expenditure of $8,288.01 from the Department of Technology, Information Services Division, Internal Service Fund; and to declare an emergency ($8,288.01).

Date	Ver.	Action By	Action	Result
11/16/2011	1	CITY CLERK	Attest
11/15/2011	1	MAYOR	Signed
11/14/2011	1	COUNCIL PRESIDENT	Signed
11/14/2011	1	Columbus City Council	Approved	Pass

Explanation
BACKGROUND:
This legislation authorizes the Director of the Department of Technology (DoT) and the Director of the Human Resources Department, to renew and modify two annual software maintenance and support agreements with Intellinetics, Inc., for a document management system in to one contract. The first agreement (EL005006) was originally authorized by authority of ordinance 2051-2004, passed November 22, 2004. The agreement was most recently renewed by authority of ordinance 0802-2011, passed June 13, 2011. The cost of the modification is $1,800.00 for the period April 1, 2012 through March 31, 2013, and will incorporate maintenance and support for the document management system utilized by the Employee Benefits/Risk Management section, which is currently provided through a separate agreement with Intellinetics.

The second agreement (EL009053) was originally authorized by ordinance 1896-2008, passed in December 2008. The agreement was most recently renewed through purchase order ED042507, certified November 8, 2010. The renewal of this agreement will provide for software maintenance and support services for the document management system utilized as part of the Columbus Human Resources Information System (CHRIS), for the period February 4, 2012 through March 31, 2013 at a cost of $6,488.01. The modification of this agreement will incorporate software maintenance and support services for the document management system utilized by the Human Resources Employee Benefits/Risk Management section, for a combined total cost of $8,288.01.

Consolidating the agreements will streamline DoT contract management; bring both aforementioned agreements co-terminus under one annual software maintenance and support agreement and ensure that the contract is renewed in a timely manner.

This ordinance also requests approval to continue services provided by Intellinetics, Inc. in accordance with Section 329 of the Columbus City Code; as it has been determine...