Explanation
BACKGROUND:
This ordinance authorizes the Director of the Department of Technology to continue the original contract agreement with Ascend Software authorized under the authority of ordinance no. 2737-2014 for document management system software maintenance and support, at a cost of $29,902.20. The City required a document management solution to support the Columbus Human Resources Information System (CHRIS) and other City business processes, including Human Resources Risk Management. The agreement will provide for software maintenance and support services, with the term of the contract agreement from December 23, 2015 through March 22, 2017. Going forward the annual maintenance and support services contract will expire in March in order to move the coverage term period out of the month of December into the month of March (expiration date) to ensure the passage of the City of Columbus Operating Budget occurs prior to the contract end date, to allow sufficient time to process the purchase order/contract.
This ordinance will also authorize a modification that will allow the Director of the Department of Technology to modify the original contract agreement with Ascend Software under the authority of ordinance no. 2737-2014 for professional services, in the amount of $3,005.33.
1. Amount of additional funds to be expended: $3,005.33
Original contract amount: $203,300.00
Modification 1: $3,005.33
Amount of original contract and modification: $236,207.53
2. Reason additional goods/services could not be foreseen:
The project has been delayed due to unforeseen complexities related to the previous term period and the associated professional services.
3. Reason other procurement processes are not used:
The project has been mostly completed with the current vendor, so re-starting the project with another vendor would not be in the best interests of the City.
4. How cost of modification was determined:
The vendor provided a quote docume...
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