Explanation
BACKGROUND: Ordinance No. 1078-2013 authorized the City Auditor to enter into a contract with Vinimaya Inc. to implement the vMarketPlace, in conjunction with the implementation of the City’s new financial system. The vMarketPlace is an electronic catalog administered by the Purchasing Office. It is made available to City staff, allowing them to purchase items from universal term contracts. Currently, there are over 175 contracts in the electronic catalog, with over 2 million distinct items. The electronic catalog aggregates catalog content from City contracts and externally manages the content for a single site.
The original contract with Vinimaya, Inc. was awarded through a bid waiver. The company was identified during the original selection of the City’s financial planning system in 2013. Vinimaya, Inc. presented as a potential sub-contractor during the Request for Proposals phase for the financial planning system. Although the general contractor was not selected, the City wished to contact with Vinimaya, Inc.
The Finance and Management Department, Purchasing Office, respectfully requests a waiver of the competitive bidding provisions of the Columbus City Codes to continue the City’s contractual relationship with Vinimaya, Inc. The contract will transfer from the City Auditor to the Finance and Management Director. The term of the proposed contract will be one year, with two one-year renewal options, dependent upon City Council approval of funding.
FISCAL IMPACT: The cost of the first year of this contract will be $173,800. The money is appropriated in the Finance and Management Department General Fund budget.
CONTRACT COMPLIANCE:
Vinimaya, Inc. 31-1710063, in process of being updated.
Title
To authorize the Finance and Management Director to contract with Vinimaya, Inc. for the continuation of hosted software solutions and professional services related to the vMarketPlace; to authorize the expenditure of up to $173,800.00 from the General Fund; to waive the competitive bidding requirements of the Columbus City Code; and to declare an emergency ($173,800.00).
Body
WHEREAS, the Purchasing Office needs to continue its relationship with Vinimaya, Inc. in order to provide city users with an electronic catalog; and
WHEREAS, the electronic catalog includes over two million items at over one hundred fifty universal term contract vendors; and
WHEREAS, the electronic catalog ensures that the City has access to necessary items at correct contract pricing; and
WHEREAS, it is in the best interest of the City of Columbus to waive the relevant provisions of Columbus City Codes Chapter 329 to permit the aforementioned purchase; and
WHEREAS, an emergency exists in the usual daily operations of the Department of Finance and Management, Purchasing Office, in that it is immediately necessary to authorize the Director to contract with Vinimaya, Inc. for professional services and hosted software solutions, ensuring City staff have access to City universal term contracts, thereby preserving the public health, peace, safety, and welfare; now, therefore:
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Finance and Management Director is hereby authorized to contract with Vinimaya, Inc. for hosted software solutions and professional services necessary for the continued use of the vMarketplace, an electronic catalog.
SECTION 2. That this Council finds it is in the best interest of the City to waive the relevant provisions of Columbus City Codes Chapter 329 to permit the aforementioned purchase.
SECTION 3. That the expenditure of $173,800.00 is hereby authorized in Fund 1000 General Fund in Object Class 03 Purchased Services per the account codes in the attachment of this ordinance to pay the cost thereof.
SECTION 4. 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.