Explanation
BACKGROUND:
This ordinance authorizes the Directors of the Departments of Technology (DoT) and Public Utilities (DPU) to modify the contract with Hansen Banner LLC (Hansen) for additional professional services in the amount of $10,752 for Hansen to create additional functionality (a hyperlink) in the Columbus Utility Billing system (CUBS) for DPU to view a current bill from the InfoSend bill repository. InfoSend is the company that manages DPU’s bill print process and they store the bill images at their facility. This functionality is needed to decrease customer wait time. Currently, the Customer Service Representatives have to log into a separate system (InfoSend) and look up the bill manually when customers have questions about their bills. In addition, this added functionality, the Customer Service Representatives will be able to access the information with a single click from CUBS.
A 20% contingency amount of $1,792 has been included in case of unforeseen needs related to the SOW.
This ordinance also authorizes these services in accordance with sole source procurement provisions of Section 329 of the Columbus City Code; as it has been determined Hansen is the sole distributor of the software products associated with the CUBS system, and does not utilize distributors or resellers to provide maintenance and support, or professional services for its software products.
1. Amount of additional funds to be expended: $10,752.00 (including contingency amount of $1,792.00)
Original contract amount: $1,186,330.00
Amount of 28 modifications: $10,149,613.78
29th modification: $10,752.00
Total aggregate contract: $11,346,695.78
2. Reason additional goods/services could not be foreseen:
The need for this modification was known, but the scope of work and associated cost was not known at the time of the last contract modification.
3. Reason other procurement processes are not used:
It is not feasible to bid for an alternate service since Hansen developed the software for the CUBS system. Hansen has also developed other modifications to the software, and is familiar with those upgrades.
4. How cost of modification was determined:
The City and Hansen Banner LLC negotiated the cost of services shown in the Hansen Statement of Work for these upgrade services.
EMERGENCY:
Emergency action is requested to expedite authorization of this contract in order to facilitate and maintain uninterrupted services from the supplier.
FISCAL IMPACT:
In 2013 and 2014, $543,485.00 and $318,311.00 was legislated respectively for maintenance, support and upgrades. The cost associated with this contract modification (2015) with Hansen Banner LLC., is $10,752.00. The aggregate contract total including this request is $11,346,695.78. The funds are identified and available within the Department of Technology, Internal Services Fund - DPU's direct charge budget.
CONTRACT COMPLIANCE:
Vendor Name: Hansen Banner LLC F.I.D#/CC#: 465651020 Expiration Date: 06/06/2016
Title
To authorize the Directors of the Department of Technology and the Department of Public Utilities to modify an annual software maintenance and support and professional services contract with Hansen Banner LLC., in accordance with the sole source provisions of the Columbus City Code; and to authorize the expenditure of $10,752.00 from the Department of Technology, Internal Services Fund; and to declare an emergency. ($10,752.00)
Body
WHEREAS, it is necessary to authorize the Directors of the Departments of Technology and Public Utilities to modify an agreement with Hansen Banner LLC., for professional services for the Columbus Utility Billing System (CUBS). The CUBS system supports billing and collections for DPU. This contract will allow DoT and DPU to continue utilizing services provided by Hansen Banner LLC for annual maintenance and support and professional services for CUBS; and.
WHEREAS, the City most recently renewed the contract by authority of ordinance 1669-2015, passed July 20, 2015, through purchase order EL017581 and will provide support for the period October 1, 2015 to September 30, 2016; and
WHEREAS, it is necessary to modify this contract to increase funds by $10,752.00 for additional professional services from Hansen Banner LLC., to create additional functionality (a hyperlink) in the Columbus Utility Billing system (CUBS) for DPU to view a current bill from the InfoSend bill repository associated with the billing system (CUBS); and
WHEREAS, Hansen Banner LLC., is the sole distributor of the software products associated with the CUBS system, and does not utilize distributors or resellers to provide maintenance and support, or professional services for its software products; and
WHEREAS, an emergency exists in the usual daily operations of the Department of Public Utilities in that it is immediately necessary for the Directors of the Department of Technology and the Department of Public Utilities to modify a contract for professional services with Hansen Banner LLC. to support the Columbus Utility Billing System (CUBS) and the daily operation activities, 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 Directors of the Department of Technology and the Department of Public Utilities be and are hereby authorized to modify an agreement with Hansen Banner LLC. for additional professional services in the amount of $10,752 for Hansen to create additional functionality (adding a hyperlink) in the Columbus Utility Billing system (CUBS) for DPU to view current bills from the InfoSend bill repository, at a cost of $10,752.00.
SECTION 2: That the expenditure of $10,752.00 or so much thereof as may be necessary is hereby authorized to be expended from:
(DoT - Department of Public Utilities/ $10,752.00{ Professional services}
Div.: 47-01|Fund: 514|Sub-fund: 550|OCA Code: 514550|Obj. Level 1: 03|Obj. Level 3: 3336 |Amount: $655.87| Electricity
Div.: 47-01|Fund: 514|Sub-fund: 600|OCA Code: 514600|Obj. Level 1: 03|Obj. Level 3: 3336 |Amount: $4,171.78| Water
Div.: 47-01|Fund: 514|Sub-fund: 650|OCA Code: 514650|Obj. Level 1: 03|Obj. Level 3: 3336 |Amount: $4,677.12| Sewers & Drains
Div.: 47-01|Fund: 514|Sub-fund: 675|OCA Code: 514675|Obj. Level 1: 03|Obj. Level 3: 3336 |Amount: $1,247.23| Storm Water
SECTION 3: That the City Auditor is authorized to make any changes to revise the funding source for any contract or contracts 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 modification is in accordance with the sole source provisions of the City of Columbus Code Chapter 329.
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 or neither approves nor vetoes the same.