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File #: 1193-2013    Version: 1
Type: Ordinance Status: Passed
File created: 5/8/2013 In control: Technology Committee
On agenda: 7/1/2013 Final action: 7/3/2013
Title: To authorize the Director of the Department of Technology to renew an agreement for the second year of the three year agreement with Information Builders, Inc., to purchase software maintenance and support; to waive the competitive bidding provisions of the Columbus City Code; to authorize the expenditure of $29,810.57 from the Department of Technology, Information Services Division, internal services fund; and to declare an emergency. ($29,810.57)
Attachments: 1. Exhibit A1 IBI Software Support 2013 (2), 2. Bid Waiver Form Ord. No. 1193-2013
Explanation
 
BACKGROUND:  
This ordinance authorizes the Director of the Department of Technology to renew an agreement with Information Builders, Inc., to purchase software maintenance and support.  The original three-year agreement (EL013089) was authorized by ordinance 0768-2012, passed June 25, 2012.  That agreement was subsequently modified by authority of ordinance 1491-2012, passed September 10, 2012, through purchase orders EL013598 and EL013599.  This ordinance will authorize the second year of the three year agreement, providing software maintenance and support services for the period June 29, 2013 through June 30, 2014 and September 30, 2013 through June 30,2014, at a cost of $29,810.57.
 
This ordinance will also authorize the Director of the Department of Technology, on behalf of the Department of Public Utilities, to extend the term of an existing purchase order (EL013598) through June 30, 2014; and authorize use of the unspent balance on that purchase order to pay for invoices for professional services delivered as part of the DPU Business Intelligence project.  There are no additional funds needed at this time to complete that project.  The need to extend the term of the purchase order was not known at the time of the original agreement.  Because Information Builders is already engaged in the project, it is not in the City's best interests to seek services through alternate procurement methods.  The cost to complete the project is unchanged.
 
The original agreement was awarded pursuant to solicitation SA004076, but required a bid waiver because the award occurred after the expiration of the proposal, requiring amendment to the original proposal submitted by Information Builders.  Given this amendment to the original proposal, this ordinance requests a waiver of competitive bidding requirements of Columbus City Code, in accordance with section 329.27.
 
FISCAL IMPACT:
In 2012, the Department of Technology (DoT) legislated $315,996.00 (via Ord. 0768-2012) and $268,609.00 (via Ord. 1491-2012) respectively with Information Builders, Inc., the cost for the 2013 renewal agreement for the software maintenance and support is $29,810.57.  Funds are budgeted and available in the Department of Technology, Information Services Division, internal services fund.  The aggregate total contract amount including this renewal, is $614,415.57.
EMERGENCY:  
Emergency action is requested to expedite authorization of this contract in order to initiate services from the supplier at the prices proposed.
 
CONTRACT COMPLIANCE:   
Vendor Name :  Information Builders, Inc.                 C.C# : 13-2807185               Expiration Date: 11/4/2013
Title
To authorize the Director of the Department of Technology to renew an agreement for the second year of the three year agreement with Information Builders, Inc., to purchase software maintenance and support;  to waive the competitive bidding provisions of the Columbus City Code; to authorize the expenditure of $29,810.57 from the Department of Technology, Information Services Division, internal services fund; and to declare an emergency. ($29,810.57)
 
Body
WHEREAS, this ordinance authorizes the Director of the Department of Technology to renew an agreement for the second year of the three year agreement with Information Builders, Inc., providing software maintenance and support services for the period June 29, 2013 through June 30, 2014 and September 30, 2013 through June 30,2014 , at a cost of $29,810.57; and
 
WHEREAS, the original three-year agreement (EL013089) was authorized by ordinance 0768-2012, passed June 25, 2012.  That agreement was subsequently modified by authority of ordinance 1491-2012, passed September 10, 2012, through purchase orders EL013598 and EL013599; and
 
WHEREAS, this ordinance will also authorize the Director of the Department of Technology, on behalf of the Department of Public Utilities, to extend the term of an existing purchase order (EL013598) through June 30, 2014; and authorize use of the unspent balance on that purchase order to pay for invoices for professional services delivered as part of the DPU Business Intelligence project; and
WHEREAS, the original agreement was awarded pursuant to solicitation SA004076, but required a bid waiver because the award occurred after the expiration of the proposal, requiring amendment to the original proposal submitted by Information Builders.  Given this amendment to the original proposal, this ordinance requests a waiver of competitive bidding requirements of Columbus City Code, in accordance with section 329.27; and
 
WHEREAS, an emergency exists in the usual daily operations of the City of Columbus, Department of Technology, in that it is immediately necessary to renew an agreement with Information Builders Inc., to purchase software maintenance and support, 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 herby authorized to renew an agreement with Information Builders, Inc., to purchase software maintenance and support.  This ordinance will authorize the second year of the three year agreement, providing software maintenance and support services for the period June 29, 2013 through June 30, 2014 and September 30, 2013 through June 30,2014, at a cost of $29,810.57.  This ordinance will also authorize the Director of the Department of Technology, on behalf of the Department of Public Utilities, to extend the term of an existing purchase order (EL013598) through June 30, 2014; and authorize use of the unspent balance on that purchase order to pay for invoices for professional services delivered as part of the DPU Business Intelligence project.
 
SECTION 2: That the sum of $29,810.57 or so much thereof as may be necessary be and is hereby authorized to be expended from:
 
Div.: 47-02|Fund: 514|Sub-Fund: 001|OCA Code: 470202|Obj. Level 1: 03|Obj. Level 3: 3369|Amount: $29,810.57|
 
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 the funds necessary to carry out the purpose of this ordinance are hereby deemed appropriated, and the City Auditor shall establish such accounting codes as necessary.
SECTION 5: That this ordinance requests to waive the competitive bidding provisions of the Columbus City Codes Section 329.07.
SECTION 6: 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.