City of Columbus - File #: 0802-2011

• File #: 0802-2011
• Version: 1
• Type: Ordinance
• Status: Passed
• File created: 5/18/2011
• In control: Administration Committee
• On agenda: 6/13/2011
• Final action: 6/15/2011
• Title: To authorize the Director of the Human Resources Department and the Director of the Department of Technology, to establish 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; to waive the competitive bidding provisions of the Columbus City Code; to authorize the expenditure of $1,800.00 from the Department of Technology Internal Services Fund; and to declare an emergency ($1,800.00).

Date	Ver.	Action By	Action	Result
6/15/2011	1	MAYOR	Signed
6/15/2011	1	CITY CLERK	Attest
6/13/2011	1	Columbus City Council	Approved	Pass
6/13/2011	1	COUNCIL PRESIDENT	Signed
6/2/2011	1	Auditor Reviewer	Reviewed and Approved
6/2/2011	1	CITY AUDITOR	Reviewed and Approved
6/2/2011	1	Technology Drafter	Sent for Approval
6/2/2011	1	CITY ATTORNEY	Reviewed and Approved
6/2/2011	1	Technology Drafter	Sent to Clerk's Office for Council
6/1/2011	1	Finance Reviewer	Reviewed and Approved
6/1/2011	1	Finance Reviewer	Reviewed and Approved
6/1/2011	1	FINANCE DIRECTOR	Reviewed and Approved
6/1/2011	1	Technology Drafter	Sent for Approval
5/31/2011	1	Finance Reviewer	Reviewed and Approved
5/27/2011	1	Technology Drafter	Sent for Approval
5/27/2011	1	EBOCO Reviewer	Sent for Approval
5/27/2011	1	ODI DIRECTOR	Reviewed and Approved
5/27/2011	1	Technology Drafter	Sent for Approval
5/26/2011	1	TECHNOLOGY DIRECTOR	Reviewed and Approved
5/23/2011	1	Technology Drafter	Sent for Approval

Explanation

BACKGROUND:
This legislation authorizes the Director of Human Resources and the Director of the Department of Technology (DoT) to establish 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. The original agreement (EL005006) was established by authority of ordinance 2051-2004, passed November 22, 2004. The contract was most recently renewed through purchase order ED040578, which provided coverage through March 31, 2011. This contract will authorize the City Auditor to certify funds established to pay for the past due invoice in the amount of $1,800.00, for software maintenance and support for a one (1) year term period of April 1, 2011 through March 31, 2012.

The document management system enables the Human Resources Department to more efficiently manage documents related to health and workers' compensation benefits. The system provides the ability to scan and index documents into an on-line data management system, and more quickly access the electronic documents for purposes of health and workers' compensation benefits administration. These capabilities are also planned for the Columbus Human Resources Information System (CHRIS), so this annual software maintenance and support agreement will no longer be needed when the CHRIS system is implemented.

This ordinance also requests approval to continue services provided by Intellinetics, Inc. and to waive the competitive bidding provisions of Columbus City Code, Section 329.06. Although Intellinetics, Inc. utilizes re-sellers to provide annual maintenance and support, their agreements with re-sellers require maintenance and support to be purchased from the vendor who sold the original software license. Because the City of Columbus purchased its licenses directly from Intellinetics, Inc., annual maintenance and support must be purchased from Intellinetics...