Explanation
BACKGROUND:
This ordinance authorizes the Director of Finance and Management, on behalf of the Department of Technology (DoT), for various City Departments, to establish purchase orders for the purchase of software licenses, services, and maintenance and support services from two Prime AE Group, Inc. State of Ohio, State Term Schedules (STS): Prime AE Group, State Term Schedule # 800448, expiration date 8/30/2017; Prime AE Group, a dealer of Hyland On Base, State Term Schedule # 533272-3-26, expiration date 3/31/2021. Ordinance 582-87 authorizes the City of Columbus to purchase from cooperative purchasing contracts which are not bid, but negotiated contracts. The OnBase product (Hyland Software) was chosen based upon its feature set and its ability to both act as an independent document management system and tightly and seamlessly integrate with the existing permitting system utilized by the Department of Building and Zoning Services. As a dealer of Hyland Software, Prime AE Group can uniquely fulfill both the software installation and configuration and document conversion components.
This ordinance will cover the implementation of a document management system for Development. Development will start with two licenses, but plans to increase licenses to cover the entire department when funding becomes available. This contract will also include software licenses, services, and maintenance and support for the automation of the Safety and Inspection process at Public Utilities. This system will integrate with the Public Utilities Work and Asset Management system (WAM). Public Utilities will be implementing with the Safety section as a pilot and they expect to expand once they have completed the implementation for the Safety section. In addition, this ordinance will include the purchase of an enterprise license with maintenance and support for the Department of Technology, along with maintenance and support costs for the Department of Building and Zoning Services and the Columbus Public Health Department, who will have the OnBase system implemented as well. The total cost associated with this legislation is $319,116.27
The company is not debarred according to the Federal excluded parties listing or prohibited from being awarded a contract according to the Auditor of State unresolved findings for recovery certified search.
EMERGENCY:
Emergency action is requested to expedite authorization of this contract in order to facilitate and maintain uninterrupted services from the supplier for critical technology services.
CONTRACT COMPLIANCE:
Vendor: Prime AE Group, Inc. (DAX Vendor Acct.#: 002102); C.C #: 26-0546656; Expiration Date: 10/30/2017
FISCAL IMPACT:
The total cost for the services identified within this ordinance is $319,116.27. Funds have been identified and are budgeted within the Department of Technology, Information Services Operating Fund (consisting of agencies' direct and indirect charge budgets).
Title
To authorize the Director of Finance and Management, on behalf of the Department of Technology (DoT), for various City Departments, to establish purchase orders for the purchase of software licenses, services, and maintenance and support services from two Prime AE Group, Inc. State of Ohio, State Term Schedules (STS); to authorize the expenditure of $319,116.27 from the Department of Technology, Information Services Operating Fund; and to declare an emergency. ($319,116.27)
Body
WHEREAS, this ordinance authorizes the Director of Finance and Management, on behalf of the Department of Technology (DoT), for various City Departments, to establish purchase orders for the purchase of software licenses, services, and maintenance and support services from two Prime AE Group, State of Ohio, State Term Schedules (STS): Prime AE Group, State Term Schedule # 800448, expiration date 8/30/2017; Prime AE Group, a dealer of Hyland On Base, State Term Schedule # 533272-3-26, expiration date 3/31/2021; and
WHEREAS, the OnBase product (Hyland Software, Inc.) was chosen based upon its feature set and its ability to both act as an independent document management system and tightly and seamlessly integrate with the existing permitting system utilized by the Department of Building and Zoning Services. As a dealer of Hyland Software, Prime AE Group can uniquely fulfill both the software installation and configuration and document conversion components; and
WHEREAS, this ordinance will cover the implementation of a document management system for Development, software licenses, services, and maintenance and support for the automation of the Safety and Inspection process at Public Utilities which will integrate with the Public Utilities Work and Asset Management system (WAM), the purchase of an enterprise license with maintenance and support for the Department of Technology, and maintenance and support costs for the Department of Building and Zoning Services and the Public Health Department; and
WHEREAS, the total cost associated with this legislation is $319,116.27; and
WHEREAS, the use of this Ohio Department of Administrative Services Cooperative Contract is authorized by Ordinance 582-87; and
WHEREAS, an emergency exists in the usual and daily operation of the Department of Technology in that it is immediately necessary to authorize the Director of Finance and Management, on behalf of the Department of Technology, for various City Departments, to establish purchase orders with Prime AE Group, Inc., 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 Finance and Management, on behalf of the Department of Technology (DoT), for various City Departments, be and is hereby authorized to establish purchase order(s) for the purchase of software licenses, maintenance and support services for various City Departments from two Prime AE Group, State of Ohio, State Term Schedules (STS): Prime AE Group, State Term Schedule # 800448, expiration date 8/30/2017; Prime AE Group, a dealer of Hyland On Base, State Term Schedule # 533272-3-26, expiration date 3/31/2021, in an amount not to exceed of $319,116.27. The purchase order term period is from January 1, 2017 through December 31, 2017.
SECTION 2: That the expenditure of $319,116.27 or so much thereof as may be necessary is hereby authorized to be expended from: (See Attachment: (2929-2016 EXP)
63945 - ($108,977.28)|:
Dept: 47| Div.: 4701|Obj Class: 03|Main Account: 63945|Fund: 5100|Sub-fund: 510001|Program: CW001|Section 3: 470104| Section 4: IS02|Section 5: IT1308 {Electricity}|Amount: $4,022.01|
Dept: 47| Div.: 4701|Obj Class: 03|Main Account: 63945|Fund: 5100|Sub-fund: 510001|Program: CW001|Section 3: 470104| Section 4: IS02|Section 5: IT1309 {Water}|Amount: $25,582.58|
Dept: 47| Div.: 4701|Obj Class: 03|Main Account: 63945|Fund: 5100|Sub-fund: 510001|Program: CW001|Section 3: 470104| Section 4: IS02|Section 5: IT1310 {Sanitary Sewer}|Amount: $28,681.48|
Dept: 47| Div.: 4701|Obj Class: 03|Main Account: 63945|Fund: 5100|Sub-fund: 510001|Program: CW001|Section 3: 470104| Section 4: IS02|Section 5: IT1311 {Storm Sewer}|Amount: $7,648.40|
Dept: 47| Div.: 4701|Obj Class: 03|Main Account: 63945|Fund: 5100|Sub-fund: 510001|Program: CW001|Section 3: 470104| Section 4: IS01|Section 5: IT1211 {Development Director}|Amount: $2,740.54|
Dept: 47| Div.: 4702|Obj Class: 03|Main Account: 63945|Fund: 5100|Sub-fund: 510001|Program: IT005|Section 3: 470201| Section 4: IT03|Section 5: NA {Information Services Division}|Amount: $40,302.27|
63946 - ($85,519.95)|:
Dept: 47| Div.: 4701|Obj Class: 03|Main Account: 63946|Fund: 5100|Sub-fund: 510001|Program: CW001|Section 3: 470104| Section 4: IS02|Section 5: IT1308 {Electricity}|Amount: $885.53|
Dept: 47| Div.: 4701|Obj Class: 03|Main Account: 63946|Fund: 5100|Sub-fund: 510001|Program: CW001|Section 3: 470104| Section 4: IS02|Section 5: IT1309 {Water}|Amount: $5,632.55|
Dept: 47| Div.: 4701|Obj Class: 03|Main Account: 63946|Fund: 5100|Sub-fund: 510001|Program: CW001|Section 3: 470104| Section 4: IS02|Section 5: IT1310 {Sanitary Sewer}|Amount: $6,314.84|
Dept: 47| Div.: 4701|Obj Class: 03|Main Account: 63946|Fund: 5100|Sub-fund: 510001|Program: CW001|Section 3: 470104| Section 4: IS02|Section 5: IT1311 {Storm Sewer}|Amount: $1,683.96|
Dept: 47| Div.: 4701|Obj Class: 03|Main Account: 63946|Fund: 5100|Sub-fund: 510001|Program: CW001|Section 3: 470104| Section 4: IS01|Section 5: IT1211 {Development Director}|Amount: $1,878.09|
Dept: 47| Div.: 4701|Obj Class: 03|Main Account: 63946|Fund: 5100|Sub-fund: 510001|Program: CW001|Section 3: 470104| Section 4: IS02|Section 5: IT1303 {Building and Zoning Services}|Amount: $56,445.89|
Dept: 47| Div.: 4701|Obj Class: 03|Main Account: 63946|Fund: 5100|Sub-fund: 510001|Program: CW001|Section 3: 470104| Section 4: IS01|Section 5: IT1225 {Health}|Amount: $4,618.64|
Dept: 47| Div.: 4702|Obj Class: 03|Main Account: 63946|Fund: 5100|Sub-fund: 510001|Program: IT005|Section 3: 470201| Section 4: IT03|Section 5: NA {Information Services Division}|Amount: $8,060.45|
63050 - ($124,619.04)|:
Dept: 47| Div.: 4701|Obj Class: 03|Main Account: 63050|Fund: 5100|Sub-fund: 510001|Program: CW001|Section 3: 470104| Section 4: IS02|Section 5: IT1308 {Electricity}|Amount: $7,201.22|
Dept: 47| Div.: 4701|Obj Class: 03|Main Account: 63050|Fund: 5100|Sub-fund: 510001|Program: CW001|Section 3: 470104| Section 4: IS02|Section 5: IT1309 {Water}|Amount: $45,804.45|
Dept: 47| Div.: 4701|Obj Class: 03|Main Account: 63050|Fund: 5100|Sub-fund: 510001|Program: CW001|Section 3: 470104| Section 4: IS02|Section 5: IT1310 {Sanitary Sewer}|Amount: $51,352.90|
Dept: 47| Div.: 4701|Obj Class: 03|Main Account: 63050|Fund: 5100|Sub-fund: 510001|Program: CW001|Section 3: 470104| Section 4: IS02|Section 5: IT1311 {Storm Sewer}|Amount: $13,694.12|
Dept: 47| Div.: 4701|Obj Class: 03|Main Account: 63050|Fund: 5100|Sub-fund: 510001|Program: CW001|Section 3: 470104| Section 4: IS01|Section 5: IT1211 {Development Director}|Amount: $6,566.35|
SECTION 3: 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 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 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.