Explanation
BACKGROUND:
This ordinance authorizes the Director of the Department of Technology to renew an agreement with Early Morning Software, Inc. for provisioning and hosting of the PRISM minority/female business enterprise (M/FBE) tracking system. The original agreement (EL013496) was authorized by ordinance 1548-2012, passed July 30, 2012. That agreement was for one year with four (4) options to renew for additional one year terms. This ordinance will authorize the second year of the application hosting services for the period October 1, 2013 through September 30, 2014 at a cost of $55,890.00.
This ordinance will also authorize a modification for an extension to the purchase order (EL013496) associated with the original agreement through August 26, 2014. This extension will enable the expenditure of any unspent balance ($103,650.00 as of June 10, 2013) on the original purchase order, in order to complete the provisioning of the PRISM application.
Additionally, this ordinance will authorize a modification to the agreement in the amount of $30,800.00 to implement an interface between PRISM and the City’s Project Management Information System (PMIS). This additional cost includes $9,000.00 in one-time professional services to develop the interface, $1,800.00 per year in ongoing application hosting fees to maintain the interface, and a contingency amount of $20,000.00 to cover any potential costs associated with additional needs not known at this time. This interface will enable more efficient tracking of subcontractor payments tracked in the PMIS, avoiding double data entry into the PRISM system. The need for this interface was not known at the time of the original agreement, so this contract modification was not foreseen. As Early Morning Software has unique knowledge of the PRISM system, it is in the City’s best interests to utilize their services for building the integration with the PMIS, instead of obtaining these services through alternate ...
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