Explanation
BACKGROUND:
This ordinance authorizes the Director of the Department of Technology to modify an agreement with Information Builders, Inc., to purchase additional professional services to assist in implementing a business intelligence (BI) system for the Department of Public Utilities. The original three-year agreement (EL013089) was authorized by ordinance 0768-2012, passed June 25, 2012. By mutual agreement and approval of proper City authorities, the agreement allows for contract modifications. That agreement was subsequently modified by authority of ordinance 1491-2012, passed September 10, 2012, through purchase order EL013598, to provide for professional services for the DPU BI project. The coverage term period of this contract agreement is from the date of a purchase order certified by the Columbus City Auditor's Office through June 30, 2015; and
The cost of this modification is $577,120.00, and will provide professional services needed to continue the DPU BI project through no later than June 30, 2015.
*Amount of additional funds to be expended: $577,120.00
EL013089 $315,996.00
EL013598 Mod#1 $190,200.00
EL013599 Mod#2 $78,409.00
EL014627 Mod#3 $29,810.57
EL015040 Mod#4 $117,094.80
Modification #5 $577,120.00
TOTAL $1,308,630.37
*Reasons additional goods/services could not be foreseen:
DPU requirements are more complex than originally envisioned, so additional services are needed to satisfy these requirements. As original requirements have changed, the need for this modification was not anticipated.
*Reason other procurement processes are not used:
The original agreement with Information Builders was for three years, through June 30, 2015, and was awarded pursuant to RFP SA004076; given the existing agreement with Information Builders and the recent competitive procurement, it is not in the City's best interest to procure the services associated with this modification through alternate means.
*How cost of modification was determined:
The pricing for software and services was negotiated with Information Builders.
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.
EMERGENCY DESIGNATION:
Emergency action is requested to expedite authorization of this contract in order to initiate services from the supplier at the prices proposed and to establish a purchase order prior to the end of the year.
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 Earlier this year (2013), the Department of Technology (DoT) legislated $29,810.57 (via Ord. 1193-2013) and $117,094.80 (via Ord. 2363-2013). The cost for this modification to purchase additional professional services to assist in implementing a business intelligence (BI) system for the Department of Public Utilities is $577,120.00. Funds are budgeted and available within the Department of Technology, Internal Services Fund ($456,800.00) and ($120,320.00) in the Information Services Division, Capital Improvement Fund, Business Intelligence Project, Project Number: 470047-100004. The aggregate total contract amount including this renewal, is $1,308,630.37.
CONTRACT COMPLIANCE:
Vendor Name: Information Builders, Inc. C.C# : 13-2807185 Expiration Date: 11/01/2015
Title
To authorize the Director of the Department of Technology to modify a contract agreement with Information Builders, Inc., to purchase additional professional services to assist in implementing a business intelligence (BI) system for the Department of Public Utilities; to waive the competitive bidding provisions of the Columbus City Code; to authorize the expenditure of $456,800.00 from the Department of Technology, Internal Services Fund and $120,320.00 from the Information Services Division, Capital Improvement Fund; and to declare an emergency. ($577,120.00)
Body
WHEREAS, this ordinance authorizes the Director of the Department of Technology to modify a contract agreement with Information Builders, Inc., in the amount of $577,120.00, to purchase additional professional services to assist in implementing a business intelligence (BI) system for the Department of Public Utilities. The coverage term period of this contract agreement is from the date of a purchase order certified by the Columbus City Auditor's Office through June 30, 2015; and
WHEREAS, the original three-year agreement (EL013089) was authorized by ordinance 0768-2012, passed June 25, 2012. By mutual agreement and approval of proper City authorities, the agreement allows for contract modifications; 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 for the Director of the Department of Technology to modify a contract agreement with Information Builders, Inc., to purchase additional professional services to assist in implementing a business intelligence (BI) system for the Department of Public Utilities, 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 agreement with Information Builders, Inc., to purchase additional professional services to assist in implementing a business intelligence (BI) system for the Department of Public Utilities. The original three-year agreement (EL013089) ending June 30, 2015, was authorized by ordinance 0768-2012, passed June 25, 2012. The cost of this modification is $577,120.00, and will provide professional services needed to continue the DPU BI project through no later than June 30, 2015. The coverage term period of this contract agreement is from the date of a purchase order certified by the Columbus City Auditor's Office through June 30, 2015.
SECTION 2: That the expenditure of $577,120.00 or so much thereof as may be necessary is hereby authorized to be expended from both the Department of Technology, Information Services Division, Capital Improvement Fund ($120,320.00) and the Department of Technology, Internal Services Fund ($456,800.00), is hereby authorized as follows:
Dept./Div. 47-02| Fund 514| Subfund: 002| Project Number: 470047-100004| Project Name: Enterprise Business Intelligence| OCA Code: 514474| Obj. Level 1: 06|Obj. Level 3: 6655| Amount: $120,320.00| DoT
DoT Total: $ 120,320.00
Div.: 47-01|Fund: 514|Sub-Fund: 550|OCA Code: 514550|OBJ. Level 1: 03|OBJ. Level 3: 3336|Amount: $27,864.80| Electricity
Div.: 47-01|Fund: 514|Sub-Fund: 600|OCA Code: 514600|OBJ. Level 1: 03|OBJ. Level 3: 3336|Amount: $177,238.40| Water
Div.: 47-01|Fund: 514|Sub-Fund: 650|OCA Code: 514650|OBJ. Level 1: 03|OBJ. Level 3: 3336|Amount: $198,708.00| Sewers & Drains
Div.: 47-01|Fund: 514|Sub-Fund: 675|OCA Code: 514675|OBJ. Level 1: 03|OBJ. Level 3: 3336|Amount: $52,988.80| Stormwater
DPU Total: $456,800.00
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 the City Auditor is hereby authorized to transfer the unencumbered balance in a project account to the unallocated balance account within the same fund upon receipt of certification by the Director of the Department administering said project that the project has been completed and the monies are no longer required for said project.
SECTION 6: That this ordinance requests to waive the competitive bidding provisions of the Columbus City Codes Section 329.07.
SECTION 7: 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.