Explanation
1. BACKGROUND
This ordinance authorizes the Director of Finance and Management to modify and extend a contract with Info Tech, Inc. to continue and expand the city-wide implementation of electronic bidding for construction procurement.
In 2010, the City of Columbus, through the Department of Public Service, advertised for electronic bidding services for construction procurement and selected Info Tech, Inc. as the vendor to provide the services (SA003503). Electronic bidding was first implemented in the Department of Public Service in 2011 as a pilot project with the intent of other departments using the software in 2012; however, in 2012, the City began discussions about changing the Columbus City Code, Chapter 329, as it relates to construction procurement. These discussions and the resulting changes in code, policy, and procedure suspended the implementation of electronic bidding beyond the Department of Public Service.
The changes to City Code became effective January 1, 2015, so it is now time to expand the use of electronic bidding for construction procurement to the Departments of Finance and Management, Public Utilities, Recreation and Parks, Technology, and other departments that may advertise for construction services in the future. The expansion of electronic bidding is a continuation of the City’s efforts to modernize and improve the City’s construction procurement processes.
The Department of Public Service executed the original contract with Info Tech, Inc. in 2010 (ED042722). The term of the original contract is from the date of execution through February 28, 2016. The Department of Finance and Management wishes to modify and extend the contract on behalf of the City and will serve as the City representative going forward, per Columbus City Code Section 329, as the Director of the Department of Finance and Management has the responsibility and authority to adopt procedures and policies relating to citywide procurement processes.
2. FISCAL IMPACT
There is no cost to the City for this service. Subscribers to the service shall pay Info Tech, Inc. either a monthly fee to submit an unlimited number of bids for City projects or can pay a one-time-fee per bid.
3. EMERGENCY DESIGNATION
Emergency action is requested in order to meet the city-wide implementation date of electronic bidding of January 18, 2016, and so that stakeholders can be properly notified and trained.
Title
To authorize the Department of Public Service to assign a contract with Info Tech, Inc. to the Department of Finance and Management; to authorize the Director of Finance and Management to modify and extend a contract with Info Tech, Inc. to continue the City’s implementation of electronic bidding services; and to declare an emergency. ($0.00)
Body
WHEREAS, the Department of Public Service advertised for electronic bidding services for construction procurement and selected Info Tech, Inc. as the vendor to provide the services; and
WHEREAS, electronic bidding was first implemented in the Department of Public Service in 2011 with the intent of other departments using the service beginning in 2012; and
WHEREAS, city-wide implementation of electronic bidding for construction procurement was put on hold until changes to Columbus City Code Chapter 329 changes were made; and
WHEREAS, changes to Columbus City Code Chapter 329 have been made and it is time to expand the use of electronic bidding for construction procurement to the Departments of Finance and Management, Public Utilities, Recreation and Parks, Technology, and other departments that may advertise for construction services in the future; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Finance and Management in that it is immediately necessary to authorize the Director of the Department of Finance and Management to modify and extend the contract to meet the city-wide implementation date of electronic bidding of January 18, 2016, and so that stakeholders can be properly notified and trained, 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 Public Service be, and hereby is authorized, to assign the contract with Info Tech, Inc. for electronic bidding services to the Director of Finance and Management.
SECTION 2. That the Director of the Department of Finance and Management be, and hereby is authorized, to act as the City representative to modify and extend a contract with Info Tech, Inc. for electronic bidding services.
SECTION 3. 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 and or vetoes the same.