Explanation
BACKGROUND:
This ordinance authorizes the Director of the Department of Technology to modify an agreement with eProximiti LLC, for mobile applications professional services. The original agreement (ED044023) was established May 23, 2011 for initial development of the MyColumbus mobile application. The agreement was most recently modified by authority of ordinance 0909-2011 (purchase order EL011937), passed July 11, 2011, providing application development services for the MyColumbus mobile application for one year at a cost of $146,400. This modification will extend the existing agreement from July 25, 2012 through July 24, 2013 to accommodate the timeframe identified in eProximiti's letter proposal ( March 2012 through June 2013) for services to be provided and add an additional $146,505.00 to provide for MyColumbus mobile applications development services.
The MyColumbus mobile application enables the City to better communicate with residents and visitors, who increasingly access information using mobile devices. MyColumbus for the iPhone was released to the public in July 2011, and a Droid version of MyColumbus was released in October 2011. As eProximiti has specific knowledge and expertise in providing ongoing enhancements to MyColumbus, it is not in the City's best interests to procure additional application development services through competitive procurement. The following information explains the modification in detail.
* Amount of additional funds to be expended: $146,505.00
Original Contract Amount: $ 19,750.00
Modification #1 $ 146,400.00
Modification #2 (current) $ 146,505.00
Amount of original contract and Mod #1, Mod #2: $ 312,655.00
* Reasons additional goods/services could not be foreseen:
This modification was anticipated at the time the original agreement was created; however the Department of Technology continues to receive requests to enhance MyColumbus with additional information and features. While such requests were anticipated when the contract was last modified, specific requests and associated costs were not known.
* Reason other procurement processes are not used:
DoT originally attempted to procure these services through a formal bid (SA003913), but responses to the formal bid did not meet requirements at an affordable price. After negotiations with eProximiti, DoT is able to obtain the needed services at less than half the cost of the only qualified vendor responding to the formal bid. No bid was used for this modification.
* How cost of modification was determined:
A quote document/proposal from eProximiti LLC was submitted to the City as written documentation to maintain the current hourly cost rates/charges for the project developer ($79), project manager ($89), business systems analyst ($57), and graphic specialist ($55) positions as agreed upon in the original agreement, and will maintain these rates throughout the extended term period of the contract ending 7/24/2013.
Given the unsuccessful attempt to obtain services through a formal bid and the need to leverage vendor's specific expertise with the MyColumbus mobile application, this ordinance requests a waiver of competitive bidding requirements of Columbus City Code, in accordance with section 329.27.
EMERGENCY:
Emergency action is requested to expedite authorization of this contract modification in order to continue mobile applications professional services from the vendor at the negotiated prices.
FISCAL IMPACT:
During 2011, the Department of Technology (DoT) expended $166,150.00 with eProximiti LLC for development and enhancements to MyColumbus and mobile applications professional services. The cost for the 2012 mobile applications enhancements/professional services is $146,505.00. The funds for this contract modification in the amount of $146,505.00 are available within the Department of Technology, Information Services Division, Capital Improvement Bonds Fund (E-Gov - Mobile Application Project # 470050-100001). Including this modification, the aggregate contract total amount is $312,655.00.
CONTRACT COMPLIANCE:
Vendor: eProximiti LLC CC#:/FID#: 26-3819117 Expiration Date: 5/17/2013
Title
To authorize the Director of the Department of Technology to modify a contract to increase the amount and extend the term period with eProximiti LLC for mobile applications professional services ; to waive the competitive bidding provisions of Columbus City Code; to authorize the expenditure of $146,505.00 from the Information Services Division, Capital Improvement Bonds Fund; and to declare an emergency. ($146,505.00)
Body
WHEREAS, this legislation authorizes the Director of the Department of Technology to modify a contract with eProximiti LLC, for mobile applications professional services; and
WHEREAS, this modification will extend the existing agreement for one additional year from July 25, 2012 through July 24, 2013 and add an additional $146,505.00 to accommodate the timeframe identified in eProximiti's letter proposal ( March 2012 through June 2013) for services to be provided for MyColumbus mobile applications development services; and
WHEREAS, this ordinance requests approval of the services provided by eProximiti LLC, and to waive the competitive bidding provisions of Columbus City Code, under Section 329.; as it has been determined that eProximiti LLC will modify a contract with the Department of Technology; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Technology (DoT), in that it is immediately necessary for the Director of the Department of Technology to modify a contract with eProximiti LLC for mobile applications professional services and to authorize this expenditure or so much thereof as required, 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 Director of the Department of Technology be and is hereby authorized to modify a contract with eProximiti LLC for mobile applications professional services to increase the contract amount by $146,505.00 and to extend the current contract coverage period ending 07/24/2012 one additional year from July 25, 2012 through July 24, 2013, to accommodate the timeframe identified in eProximiti's letter proposal ( March 2012 through June 2013) for services to be provided for MyColumbus mobile applications development services.
SECTION 2: That the expenditure of $146,505.00 or so much thereof as may be necessary is hereby authorized to be expended from:
Dept./Div.:47-02| Fund: 514| Sub-fund: 002| OCA Code: 470950| Project Number: 470050-100001| Project Name: eGov Mobile Application| Obj. Level 1: 06| Obj. Level 3: 6655| Amount: $146,505.00| Information Services Bonds Fund
SECTION 3: 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 4: That this ordinance authorizes a contract modification between eProximiti LLC and the Department of Technology, on behalf of the City of Columbus, and to waive the competitive bidding provisions of Columbus City Code, Section 329.06.
SECTION 5: 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.