Explanation
BACKGROUND:
This ordinance authorizes the Director of Finance and Management, on behalf of the Department of Technology (DoT), to establish purchase orders for the purchase of software, software licenses, professional services, maintenance and support and training services needed to complete the Building and Zoning Services Project 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. The costs are allocated as follows: professional services for the upgrade $45,289.37, licenses $24,342.56, maintenance for licenses $4,868.52 and training $5,440.80. The total cost associated with this legislation is $79,941.25. The original agreement was authorized by ordinance 2833-2014, passed December 8, 2014 in the amount of $1,443,390.36 (FL006117 and FL006123).
The imaging and conversion system is being utilized by several city departments and this ordinance will provide services to upgrade to the latest version of the software. DoT will also be purchasing indexing software, as well as enterprise licenses to integrate with the City’s Enterprise GIS system (ESRI). In addition, it will provide licenses and training, to ensure that DoT can support and administer the enterprise On Base system for the city.
A new version of the software has been released and upgrades are included in the software maintenance and support agreements. The city would like to take advantage of added functionality and to keep the system current. BZS requires functionality in OnBase 16 (upgrade version) to go-live with their system. We are investing in additional licenses and training to support city departments as they move to the OnBase Enterprise system.
Ordinance 582-87 authorizes the City of Columbus to purchase from cooperative purchasing contracts which are not bid, but negotiated contracts.
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.): C.C #: 26-0546656: Expiration Date: 10/30/2017
(DAX Vendor Acct. #: 002102
FISCAL IMPACT:
The total cost for the services identified within this ordinance is $79,941.25. Funds have been identified and are budgeted within the Department of Technology, Information Services Operating Fund in the amount of $34,651.88 and the Information Services Bond Fund, Capital Project: Enterprise System Upgrade-Applications for $45,289.37.
Title
To authorize the Director of Finance and Management to establish purchase orders for the purchase of software, software licenses, professional services, maintenance and support services, and training from two Prime AE Group, Inc. State of Ohio, State Term Schedules (STS); to authorize the expenditure of $79,941.25 from the Department of Technology, Information Services Operating Fund and Information Services Bond Fund and to declare an emergency. ($79,941.25)
Body
WHEREAS, this ordinance authorizes the Director of Finance and Management, on behalf of the Department of Technology (DoT), to establish purchase orders for the purchase of software, software licenses, professional services, maintenance and support, and training 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 costs are allocated as follows: professional services for the upgrade $45,289.37, licenses $24,342.56, maintenance for licenses $4,868.52 and training $5,440.80 for a total cost of $79,941.25; 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, 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, be and is hereby authorized to establish purchase order(s) for the purchase of software, software licenses, professional services, maintenance and support, and training 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, in an amount not to exceed of $79,941.25.
SECTION 2: That the expenditure of $79,941.25 or so much thereof as may be necessary is hereby authorized to be expended from: (See Attachment: (1018-2017 EXP)
Dept.: 47 |Div.: 4702 |Fund: 5105 |Sub-fund: n/a |Procurement Category: Engineering and Research and Technology Based Services |Project Name: Enterprise System Upgrade - Applications| Project Number: P470047-100011: |Program Code: CW001|Object Class: 06| Main Account: 66530| Section 3: 470201 | Section 4: IT03 {Application Services} Amount: $45,289.37 {professional services}
Dept.: 47 |Div.: 4702: |Fund: 5100|Sub-fund: 510001 |Program Code: IT005|Object Class: 03| Main Account: 63945| Amount: $24,342.56 {software licensing of software}
Dept.: 47 |Div.: 4702: |Fund: 5100|Sub-fund: 510001 |Program Code: IT005|Object Class: 03| Main Account: 63946 |Amount: $4,868.52 {software license support}
Dept.: 47 |Div.: 4702: |Fund: 5100|Sub-fund: 510001 |Program Code: CW001|Object Class: 03| Main Account: 63970 |Amount: $5,440.80{Training}
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 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 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.