Explanation
BACKGROUND:
This legislation authorizes the Director of the Department of Technology, on behalf of the Columbus Public Health Department, to establish a contract with Preciss, LLC (aka Language Access Network, LLC) to provide streaming video and phone-based interpretation services along with annual hardware maintenance and support, at the Health Department's facility located at 240 Parsons Ave. This contract will be for the term period July 1, 2017 through June 30, 2018, with ($21,375.00 for language interpretation services and $1,800.00 for annual hardware maintenance and support) for a total cost of $23,175.00. Subject to mutual agreement and approval by proper City authorities, this agreement includes options to renew for four (4) additional one (1) year terms.
This service is needed to provide language interpretation services for persons with limited English proficiency who receive services at the Health Department clinics.
The Department of Technology is procuring this service through chapter 329 of Columbus City Code, pursuant to RFQ005211 which opened May 1, 2017 at 11:00 a.m. Two responses to this solicitation were received from Vocalink and Preciss, LLC. Preciss, LLC was the lowest, responsive, responsible, and best bidder.
Bidders: Amount:
1. Vocalink $17,910.00
2. Preciss, LLC $23,175.00
During the evaluation of the responses, it was determined that Vocalink submitted a non-responsive bid for the following reasons:
• Did not bid one-fixed and firm price for all services as required in section 3.1.2 of the specification
• Could not meet the “on demand” requirement per section 3.3.1 of the bid specification
Therefore, it was determined Preciss, LLC be awarded the contract as lowest, responsive and responsible bidder.
EMERGENCY:
Emergency action is requested to expedite authorization of this contract in order to facilitate and maintain uninterrupted services from the supplier and to establish a purchase order at the earliest possible date.
FISCAL IMPACT:
In fiscal year 2015 and 2016, the amount of $20,002.50 for each year respectively was legislated for streaming video and phone-based interpretation services. The cost to provide these services in addition to hardware support for a one year term period will be $23,175.00. Within the Department of Technology, direct charge agency, Information Services Operating Fund, $20,002.50 was budgeted for this service. PO056540 was created to cover a 90 day period from April 1, 2017 through June 30, 2017 for $8,000.00 (until bids were opened, an award made, and legislation passed) leaving an unencumbered balance of $12,002.50 for the new contract. The shortfall of $11,172.50 to cover the new contract from July 1, 2017 through June 30, 2018 will be covered from other savings within the Department of Technology, direct charge agency budget.
CONTRACT COMPLIANCE:
Vendor: Preciss, LLC (aka Language Access Network, LLC) CC#/F.I.D#: 20-1186615 Expiration Date: 3/29/2019
(DAX Vendor Acct #001021)
Title
To authorize the Director of the Department of Technology on behalf of the Columbus Public Health Department to establish a contract with Preciss, LLC (aka Language Access Network, LLC), for streaming video and phone-based interpretation services and annual hardware maintenance and support; to authorize the expenditure of $23,175.00 from the Department of Technology, Information Services Operating Fund; and to declare an emergency. ($23,175.00)
Body
WHEREAS, this service is needed to provide language interpretation services for persons with limited English proficiency who receive services at the Columbus Public Health Department clinics; and
WHEREAS, the Department of Technology is procuring this service through chapter 329 of Columbus City Code, pursuant to RFQ005211, which opened May 1, 2017 at 11:00 a.m., receiving two responses from Vocalink and Preciss, LLC. Preciss, LLC was deemed the lowest responsive, responsible, and best bidder; and
WHEREAS, it is necessary to authorize the Director of the Department of Technology, on behalf of the Columbus Public Health Department, to establish a contract with Preciss, LLC (aka Language Access Network, LLC) to provide streaming video and phone-based interpretation services and annual hardware support for the term period July 1, 2017 through June 30, 2018, at a cost of $21,375.00 for Interpretation services and $1,800.00 for hardware support, for a total cost of $23,175.00. Subject to mutual agreement and approval by proper City authorities, this agreement includes options to renew for four (4) additional one (1) year terms; and
WHEREAS, an emergency exists in the usual daily operations of the Columbus Public Health Department, in that it is immediately necessary for the Director of Technology, on behalf of the Department of Columbus Public Health, to establish a contract with Preciss, LLC (aka Language Access Network, LLC) for streaming video and phone-based interpretation services along with annual hardware support, 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, on behalf of the Columbus Public Health Department, be and is hereby authorized to establish a contract in the amount of $23,175.00 for streaming video and phone-based interpretation services along with annual hardware support with Preciss, LLC (aka Language Access Network, LLC), for the term period July 1, 2017 through June 30, 2018. This agreement includes options to renew for four (4) additional one (1) year terms, subject to mutual agreement and approval of proper City authorities.
SECTION 2. That the expenditure of $23,175.00 is hereby authorized to be expended from: (see attachment 1730-2017 EXP)
Dept.: 47 | Div.: 47-01 | Obj Class: 03 | Main Account: 63030 | Fund: 5100 | Sub-fund: 510001 | Program: CW001 | Section 3: 470104 | Section 4: IS01 | Section 5: IT1225 | Amount: $21,375.00 | {Interpretation Services}
Dept.: 47 | Div.: 47-01 | Obj Class: 03 | Main Account: 63260 | Fund: 5100 | Sub-fund: 510001 | Program: CW001 | Section 3: 470104 | Section 4: IS01 | Section 5: IT1225 | Amount: $1,800.00 | {hardware maintenance and support}
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 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.