Explanation
BACKGROUND:
This legislation authorizes the Directors of the Departments of Human Resources and Technology (DoT) to renew an annual software maintenance and support agreement with Intellinetics, Inc for a document management system. The original agreement (EL005006) was authorized by ordinance 2051-2004, passed November 22, 2004. The agreement was most recently renewed and modified by authority of ordinance 0186-2015, passed February 9, 2015, through purchase order EL016787. The renewal of this agreement will provide for software maintenance and support services for the document management system utilized by the Department of Human Resources, Risk Management Division, for the period April 1, 2016 through March 31, 2017. The total cost of the renewal is $1,800.00.
Although Intellinetics uses resellers for Intellivue licenses, resellers are not permitted to bid on annual software maintenance and support agreements for existing Intellinetics customers. As the City purchased its Intellivue software from Intellinetics, we must purchase annual support and maintenance from Intellinetics. As such, this ordinance requests a waiver of competitive bidding provisions of Columbus City Code, in accordance with Chapter 329.
EMERGENCY:
Emergency action is requested to expedite authorization of this contract in order to facilitate and maintain uninterrupted services from the supplier.
FISCAL IMPACT:
During fiscal year 2014 and 2015, the Department of Technology expended $1,800.00 and $1,800.00 both years respectively for software maintenance and support from Intellinetics, Inc. The 2016 cost associated with this contract renewal is also $1,800.00 for software maintenance and support. Funding is budgeted and available within the Department of Technology, agency direct charge budget, Information Services Operating Fund to pay for this service.
CONTRACT COMPLIANCE:
Vendor: Intellinetics, Inc. (DAX Account # 005496) C.C#: 31 - 1491111 Expiration Date: 12/05/2016
Title
To authorize the Director of the Department of Technology and the Director of the Human Resources Department to continue an annual software maintenance and support contract with Intellinetics, Inc. for a document management system utilized by the Human Resources Employee Benefits/Risk Management Division; to waive the competitive bidding provisions of the Columbus City Code; to authorize the expenditure of $1,800.00 from the Department of Technology, Information Services Operating Fund; and to declare an emergency. ($1,800.00).
Body
WHEREAS, this legislation authorizes the Director of the Human Resources Department and the Director of the Department of Technology to continue an annual software maintenance and support contract with Intellinetics Inc, for a document management system utilized by the Human Resources Employee Benefits/Risk Management Division; and
WHEREAS, the continuation of this contract agreement will provide for software maintenance and support services for the document management system utilized as part of the Human Resources Employee Benefits/Risk Management section, for the period April 1, 2016 through March 31, 2017 at a cost of $1,800.00; and
WHEREAS, this legislation also request to continue services provided by Intellinetics and to waive the competitive bidding provisions of Columbus City Code Chapter 329; and
WHEREAS, an emergency exists in the usual daily operation of the Human Resources Department in that it is immediately necessary to authorize the Director of the Department of Technology and the Director of the Human Resources Department to continue an annual maintenance and support contract with Intellinetics, Inc., to avoid interruption of services for the daily operation, activities, thereby preserving the public health, peace, property, safety and welfare; now, therefore:
BE IT ORDAINED BY THE CITY COUNCIL OF COLUMBUS:
SECTION 1: That the Director of the Human Resources Department and the Director of the Department of Technology be and are hereby authorized to continue an annual maintenance contract with Intellinetics, Inc., for software maintenance and support services utilized by the Human Resources Employee Benefits/Risk Management Division, in the amount of $1,800.00, for a coverage term period from April 1, 2016 through March 31, 2017.
SECTION 2: That the expenditure of $1,800.00 or so much thereof as may be necessary is hereby authorized to be expended from (see attachment 0645-2016 EXP):
Dept.: 47| Div.: 47-01|Obj Class: 03 |Main Account: 63946| Fund: 5100|Sub-fund: 510001|Program:CW001|Section 3:470104| Section 4:IS02|Optional Field: IT00046 |Amount: $1,800.00| {HR-Risk Management}
SECTION 3: That the City Auditor is authorized to make any accounting 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 Council finds the best interest of the city is served by waiving, and does hereby waive, the competitive bidding provisions of Chapter 329 of the Columbus City Code.
SECTION 6: That for the reasons stated in the preamble hereto, which is hereby made a part hereof, this ordinance is declared to be an emergency measure and shall take effect and be in force from and after its passage and approved by the Mayor, or ten days after passage if the Mayor neither approves nor vetoes the same.