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 document which was accepted by the Department of Technology.
Including the modification, the total amount of funding associated with this legislation is $32,907.53.
As the vendor is the only provider of the software maintenance licenses, maintenance and support services for the system licensed to the City, this ordinance is being submitted in accordance with the provisions of Sole Source procurement of the Columbus City Code Chapter 329.
EMERGENCY DESIGNATION:
Emergency action is requested to expedite authorization of this contract and to continue with services that are necessary to support daily operations.
FISCAL IMPACT:
In 2014, the Department of Technology expended $203,300.00 (via Ord. No. # 2737-2014) with Ascend Software for software licenses, professional services and maintenance and support. Approval of this ordinance will allow for funding in the amount of $32,907.53 for professional services and maintenance and support. The funds for this expenditure are available in the Department of Technology, Information Services Division, Information Services Operating Budget. Including this request, the aggregate contract total amount is $236,207.53.
CONTRACT COMPLIANCE NUMBER:
Vendor Name: Ascend Software CC#: 33-0765486 Expiration Date: 11/12/2016
(DAX Vendor Acct. No.: 006333)
Title
To authorize the Director of the Department of Technology to continue a software maintenance and support contract agreement and to modify the original contract for professional services with Ascend Software for a document management system associated with the Columbus Human Resources Information System (CHRIS) in accordance with the sole source provisions of the Columbus City Code; to authorize the expenditure of $32,907.53 from the Department of Technology, Information Services Division, Information Services Operating Budget; and to declare an emergency. ($32,907.53)
Body
WHEREAS, this ordinance authorizes the Director of the Department of Technology to continue a software maintenance and support contract agreement and to modify the original contract for professional services with Ascend Software for a document management system associated with the Columbus Human Resources Information System (CHRIS). The City requires a document management solution to support the Columbus Human Resources Information System (CHRIS) and other City business processes, including Human Resources Risk Management; and
WHEREAS, the original agreement provided for software licensing, first year software maintenance and support (an ongoing annual cost) and professional services to implement the system. The 2016 contract agreement will provide for software maintenance and support services, with the term of the contract agreement from December 23, 2015 through March 22, 2017. This ordinance also authorizes the Director of the Department of Technology to modify a contract agreement with Ascend Software for professional services, in the amount of $3,005.33. The total amount of funding associated with this legislation is $32,907.53; and
WHEREAS, the vendor is the only provider of software maintenance, support and professional services for the system licensed to the City, so this ordinance is being submitted in accordance with the provisions of Sole Source procurement of the Columbus City Code Chapter 329; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Technology in that it is immediately necessary to authorize the Director to continue a software maintenance and support contract agreement and to modify the original contract for professional services with Ascend Software for a document management system associated with the Columbus Human Resources Information System (CHRIS), 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 Department of Technology be and is hereby authorized to continue a software maintenance and support contract agreement and to modify the original contract for professional services with Ascend Software for a document management system associated with the Columbus Human Resources Information System (CHRIS). The contract agreement will allow for the continuation of software maintenance and support services, in the amount of $29,902.20, with a coverage term period from December 23, 2015 through March 22, 2017. The modification for the associated professional services is in the amount of $3,005.33. The total amount of funding associated with this ordinance $32,907.53.
SECTION 2: That the expenditure of $32,907.53 or so much thereof as may be necessary is hereby authorized to be expended from (Please see attachment 1307-2016 EXP):
Dept.: 47| Div.: 47-02|Obj Class: 03 |Main Account: 63946| Fund: 5100|Sub-fund: 510001|Program: IT005 |Section 3: 470201| Section 4: IT03|Section 5: IT0303|Amount: $29,902.20| Maintenance and Support Services
Dept.: 47| Div.: 47-02|Obj Class: 03 |Main Account: 63050| Fund: 5100|Sub-fund: 510001|Program: IT005 |Section 3: 470201| Section 4:IT03|Section 5: IT0303|Amount: $3,005.33| Professional Services
SECTION 3: 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 4: 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 5: That this agreement is being entered into in accordance with the sole source provisions of the Columbus City 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 neither approves nor vetoes the same.