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 procurement methods. The cost of the additional service was negotiated with Early Morning Software with all other terms and conditions remaining the same. The original contract amount was $223,740.00, and with this modification increase of $30,800.00 the total is $254,540.00.
FISCAL IMPACT:
In 2012, $223,740.00 was legislated via Ord. No. 1548-2012 to expended with Early Morning Software, Inc. The 2013 cost associated with the requested modification of fund increase 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). The annual hosting fee renewal for the period October 1, 2013 through September 30, 2014 cost $55,890.00, bringing the total cost to $86,690.00 Funding for these services/purchases has been budgeted and available within the Department of Technology Internal Services Fund. The aggregate contract total including this request is $310,430.00.
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: Early Morning Software, Inc. C.C.#: 52 - 1839305 Expiration Date: 3/22/2014
Title
To authorize the Director of the Department of Technology (DoT) to renew a contract with Early Morning Software, Inc. for provisioning and hosting of a minority/female business enterprise (M/FBE) tracking system (PRISM); to modify the existing contract/purchase order to extend the term period for one year and increase the amount by $10,800.00 for additional services; to authorize a $20,000.00 contingency for any unforseen services; to authorize the expenditure of $86,690.00 from the Department of Technology, Internal Service Fund; and to declare an emergency. ($86,690.00)
Body
WHEREAS, 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, and
WHEREAS, this ordinance authorizes the Director of the Department of Technology to renew for the second year this agreement with Early Morning Software, Inc. for provisioning and hosting of the PRISM minority/female business enterprise (M/FBE) tracking system for the period October 1, 2013 through September 30, 2014 at a cost of $55,890.00; and
WHEREAS, 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 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; and
WHEREAS, this ordinance will also authorize a modification for an extension to the existing contract/ 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; and
WHEREAS, an emergency exists in that it is immediately necessary for the Director of the Department of Technology (DoT) to renew and modify a contract with Early Morning Software, Inc. for provisioning and hosting of a minority/female business enterprise (M/FBE) tracking system, 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 (DoT) is hereby authorized to renew a contract with Early Morning Software, Inc. for provisioning and hosting of a minority/female business enterprise (M/FBE) tracking system (PRISM). 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. 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. This ordinance will also authorize a modification for an extension to the contract/ purchase order (EL013496) associated with the original agreement through August 26, 2014. The total amount of this legislation is $86,690.00.
SECTION 2. That the expenditure of $86,690.00 or so much thereof as may be necessary is hereby authorized to be expended from:
OBJ Level: 3369 ($57,690.00):
Division: 47-02| Fund: 514| Subfund: 001| OCA Code: 470202| OBJ Level 1: 03| OBJ Level 03: 3369| Amount: $57,690.00| DoT
OBJ Level: 3336 ($9,000.00):
Division: 47-01| Fund: 514| Subfund: 550| OCA Code: 514550| OBJ Level 1: 03| OBJ Level 03: 3336| Amount: $549.00| Electricity/Power
Division: 47-01| Fund: 514| Subfund: 600| OCA Code: 514600| OBJ Level 1: 03| OBJ Level 03: 3336| Amount: $3,492.00| Water
Division: 47-01| Fund: 514| Subfund: 650| OCA Code: 514650| OBJ Level 1: 03| OBJ Level 03: 3336| Amount: $3,915.00| Sanitary Sewers & Drains
Division: 47-01| Fund: 514| Subfund: 675| OCA Code: 514675| OBJ Level 1: 03| OBJ Level 03: 3336| Amount: $1,044.00| Storm Water
OBJ Level: 3336 (Contingency Funds: $20,000.00):
Division: 47-01| Fund: 514| Subfund: 550| OCA Code: 514550| OBJ Level 1: 03| OBJ Level 03: 3336| Amount: $1,220.00| Electricity/Power
Division: 47-01| Fund: 514| Subfund: 600| OCA Code: 514600| OBJ Level 1: 03| OBJ Level 03: 3336| Amount: $7,760.00| Water
Division: 47-01| Fund: 514| Subfund: 650| OCA Code: 514650| OBJ Level 1: 03| OBJ Level 03: 3336| Amount: $8,700.00| Sanitary Sewers & Drains
Division: 47-01| Fund: 514| Subfund: 675| OCA Code: 514675| OBJ Level 1: 03| OBJ Level 03: 3336| Amount: $2,320.00| Storm Water
TOTAL AMOUNT: $86,690.00
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 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.