Explanation
BACKGROUND:
This legislation authorizes the Director of the Department of Technology to renew a contract with Manpower Professional Services, DBA Experis US, Inc., in the amount of $88,398.75, for professional services to support DoT projects and initiatives. The term period is from September 11, 2016 through September 10, 2017. Previously the Department of Technology exercised due diligence establishing the original contract by undergoing a formal competitive bid process and procured this service in 2015 through solicitation SA005854 (at which time Experis US Inc. was the only vendor to respond) by authority of ordinance 1511-2015, passed July 27, 2015 and establishing (EL017486). The original contract allowed for two (2) additional renewals under the same terms and conditions subject to mutual agreement and approval by proper City authorities. This ordinance represents the first renewal option.
This ordinance also authorizes the Director of the Department of Technology to modify the current contract for added services and application rewrites above and beyond the original specifications, in the amount of $61,601.25. The term period is from September 11, 2015 through September 10, 2016. The total amount of funding associated with this ordinance is $150,000.00.
The Department of Technology requires these professional services to ensure added services and application rewrites above and beyond the original specifications. This agreement will provide professional services to support DoT projects, enhancements and other initiatives.
1. Amount of additional funds to be expended: $61,601.25
Original contract amount: $342,200.00
Modification 1: $61,601.25
Amount of original contract and modification: $403,801.25
2. Reason additional goods/services could not be foreseen:
Due to unforeseen circumstances this modification was needed to continue with additional professional services in order to ensure added services and application rewrites above and beyond the original specifications.
3. Reason other procurement processes are not used:
The vendor Experis US Inc. has the current contract and was originially selected via solicitation SA005854 authorized under ordinance 1511-2015, therefore it would not be in the best interests of the City to procure these services from another vendor.
4. How cost of modification was determined:
The vendor is charging the same prices as identified in the original agreement with all other terms and conditions remaining the same.
This ordinance also authorizes the appropriation and transfer of cash and appropriation from other projects within the Information Services Bonds Fund, and will amend the 2016 Capital Improvement Budget (CIB), passed by Columbus City Council May 2, 2016 via ordinance 0960-2016, to accommodate for the additional expenditure authorized by this ordinance.
EMERGENCY:
Emergency action is requested to expedite authorization of this contract in order to continue services from the supplier at the prices proposed.
FISCAL IMPACT:
In 2015 the Department of Technology legislated $342,200.00 (via ord. no. 1511-2015) for services provided by Manpower Professional Services DBA Experis US Inc. Approval of this ordinance will allow for funding in the amount of $150,000.00. The funding needed for this expenditure/ordinance will come from transferring funds and appropriation from Department of Technology, Information Services Division, Capital Project # P470047-100011 (Enterprise System Upgrades - Applications; Carryover funds), in the amount of $150,000.00 as identified in Section 3 of this ordinance to Capital Project # P470050-100006 (E-Gov Initiatives - Sharepoint). Funds are budgeted and available within the Department of Technology, Information Services Division, Capital Improvement Bond Fund. Including this request, the aggregate total amount associated with this contract is $492,200.00.
CONTRACT COMPLIANCE:
Vendor: Manpower Professional Services DBA Experis US Inc. (DAX Acct#: 007789); FID#,CC#: 39-1929719; Expiration Date: 09/07/2017
Title
To amend the 2016 Capital Improvement Budget; to authorize the transfer of cash and appropriations between projects in the Department of Technology, Information Services Division, Capital Improvement Bond Fund; to authorize the Director of the Department of Technology to renew and to modify a contract with Manpower Professional Services, DBA Experis US, Inc., for professional services to support DoT projects and initiatives; and to authorize the expenditure of $150,000.00 from the Department of Technology, Information Services Division, Capital Improvement Bond Fund; and to declare an emergency. ($150,000.00)
Body
WHEREAS, this legislation authorizes the Director of the Department of Technology, to renew a contract with Manpower Professional Services, DBA Experis US, Inc., for professional services to support DoT web projects and initiatives, in the amount of $88,398.75, for the term period from September 11, 2016 through September 10, 2017 and to modify the existing contract amount by $61,601.25 for the term period from September 11, 2015 through September 10, 2016; and
WHEREAS, previously the Department of Technology exercised due diligence establishing the original contract by undergoing a formal competitive bid process and procured this service in 2015 through solicitation SA005854 (at which time Experis US Inc. was the only vendor to respond) by authority of ordinance 1511-2015, passed July 27, 2015. The original contract allowed for two (2) additional renewals under the same terms and conditions subject to mutual agreement and approval by proper City authorities. This ordinance represents the first renewal option; and
WHEREAS, the total amount of funding associated with this ordinance/legislation is $150,000.00; and
WHEREAS, this ordinance also authorizes the appropriation and transfer of cash and appropriation from other projects within the Information Services Bonds Fund, and will amend the 2016 Capital Improvement Budget (CIB), passed by Columbus City Council May 2, 2016 via ordinance 0960-2016, to accommodate for the additional expenditure authorized by this ordinance.
WHEREAS, an emergency exists in the usual daily operations of the Department of Technology in that it is immediately necessary to authorize the Director to renew and modify a contract with Manpower Professional Services, DBA Experis US, Inc., to support DoT projects and initiatives in order to avoid interruption in daily operations, 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 Director of the Department of Technology be and is hereby authorized to renew a contract with Manpower Professional Services DBA Experis US Inc. for professional services to support DoT web projects and initiatives, in the amount of $88,398.75, for the term period from September 11, 2016 through September 10, 2017 and to modify the existing contract amount by $61,601.25 for the term period from September 11, 2015 through September 10, 2016. The total amount of funding being requested via this ordinance is $150,000.00.
SECTION 2: That the 2016 Capital Improvement Budget is hereby amended as follows to account for appropriations and transfer of funds and appropriations between projects:
Department of Technology, Information Services Dept./Div. 47-02
Information Services Bonds Fund #5105 (carryover):
Project Name/Number/Sub-fund Current CIB Amount Revised Amount Change
Enterprise System Upgrades-Applications (carryover)
470047-100011 n/a| $150,000| $0| ($150,000)
E-GOV-Initiatives-Sharepoint (carryover)
470050-100006 n/a| $0| $150,000| $150,000
SECTION 3: That the City Auditor is hereby authorized and directed to transfer funds and appropriations within the Information Services Bonds Fund (carryover) as follows:
Transfer from:
Dept: 47| Div: 47-02| Obj Class: 06 | Main Account: 66530 | Fund: 5105 | Sub-fund: n/a | Program: CW001 | Section 3: 470201| Section 4: IT03|Section 5: n/a| Project ID: P470047-100011 (carryover)| Procurement Category: Engineering and Research and Technology Based Services | Project Name: Enterprise System Upgrades - Applications | Planning Area: 99| Amount: $150,000.00 |
Transfer To:
Dept: 47| Div: 47-02| Obj Class: 06 | Main Account: 66530 | Fund: 5105 | Sub-fund: n/a | Program: CW001 | Section 3: 470201| Section 4: IT03|Section 5: n/a| Project ID: P470050-100006 (carryover)| Procurement Category: Engineering and Research and Technology Based Services | Project Name: E-Gov Initiatives - Sharepoint | Planning Area: 99| Amount: $150,000.00 |
SECTION 4: That the expenditure of $150,000.00 or so much thereof as may be necessary is hereby authorized to be expended from the Department of Technology, Information Services Division, Capital Improvements Bond Fund, is hereby authorized as follows (see attachment 1889-2016 EXP):
Dept: 47| Div: 47-02| Obj Class: 06 | Main Account: 66530 | Fund: 5105 | Sub-fund: n/a | Program: CW001 | Section 3: 470201| Section 4: IT03|Section 5: n/a| Project ID: P470050-100006 (carryover)| Procurement Category: Engineering and Research and Technology Based Services | Project Name: E-Gov Initiatives - Sharepoint | Planning Area: 99| Amount: $88,398.75 |{Professional Services}|
Dept: 47| Div: 47-02| Obj Class: 06 | Main Account: 66530 | Fund: 5105 | Sub-fund: n/a | Program: CW001 | Section 3: 470201| Section 4: IT03|Section 5: n/a| Project ID: P470050-100006 (carryover)| Procurement Category: Engineering and Research and Technology Based Services | Project Name: E-Gov Initiatives - Sharepoint | Planning Area: 99| Amount: $61,601.25 |{Add'l Professional Services}|
SECTION 5: 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 6: 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 7: That the City Auditor is hereby authorized to transfer the unencumbered balance in a project account to the unallocated balance account within the same fund upon receipt of certification by the Director of the department administering said project that the project has been completed and the monies are no longer required for said project.
SECTION 8: 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.