Explanation
BACKGROUND:
This ordinance authorizes the Director of Finance and Management, on behalf of the Department of Technology, to establish a purchase order with Granicus, Inc. utilizing a State of Ohio Master Cloud Service Agreement - MCSA0031, with the current expiration date of June 30, 2019, authorized for the City's use by Ordinance No. 582-87, to provide implementation and setup services, hosting, and maintenance of Communication Cloud, a subscription-based communication service. The coverage term period is one (1) year from the date of a purchase order certified/confirmed by the Columbus City Auditor's Office, at a cost of $81,810.00, which includes a one-time set up fee of $11,340.00 and an annual subscription licensing fee of $70,470.00.
Communication Cloud will become the enterprise non-emergency communications tool for the City of Columbus and has successfully been used by Columbus City Council since 2014. Selecting the system as the enterprise communication tool will allow the City to consolidate existing Communication Cloud (GovDelivery) contracts, allow for the potential integration with the existing Citywide legislation processing system (Granicus Legistar), allow for the Department of Technology to efficiently support and train system users using one enterprise system, and will ease the process of citizen sign-up by consolidating all subscription choices into one portal.
Columbus City Council currently uses this software for their non-emergency communication needs. Approval of this legislation will expand use of the product to the entire city (all City of Columbus departments, divisions, offices, etc.) as an enterprise citywide solution. Due to current use of the product by a City agency, no alternative product was sought. Price was obtained through use of a State Master Cloud Agreement. An open market quote from Granicus was provided at $126,648.60, and compared to the master cloud service agreement quote, which was $81,810.00. A savings of $44,838.60 was realized with using the state term contract.
EMERGENCY:
Emergency legislation is being requested for this purchase to begin immediate implementation of services that are necessary to support and enhance daily operation activities.
CONTRACT COMPLIANCE:
Vendor Name: Granicus, Inc. DAX #: 010776 Expiration Date: 05/15/2019
FISCAL IMPACT:
Funds totaling $81,810.00 have been identified within the Department of Technology, Information Services Division, Information Services Operating Fund.
Title
To authorize the Director of the Finance and Management Department, on behalf of the Department of Technology, to establish a purchase order with Granicus, Inc. from a State Term Contract for subscription-based communication services; to authorize the expenditure of $81,810.00 from the Department of Technology, Information Services Division, Information Services Operating Fund; and to declare an emergency. ($81,810.00)
Body
WHEREAS, this purchase will provide implementation, setup services, hosting, and maintenance of Communication Cloud, a subscription-based communication service for all City departments/divisions to access information; and
WHEREAS, it is necessary to authorize the Director of Finance and Management, on behalf of the Department of Technology, to establish a purchase order with Granicus, Inc. utilizing State of Ohio Master Cloud Service Agreement - MCSA0031, with the current expiration date of June 30, 2019. The coverage term period is one (1) year from the date of a purchase order certified/confirmed by the Columbus City Auditor's Office at a cost of $81,810.00; 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 immediate necessary to authorize the Director of Finance and Management, on behalf of the Department of Technology, to establish a purchase order with Granicus, Inc. from a State Term Contract (STS-0331, #533904) for subscription based communication services for the daily operation, activities, 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 a purchase order with Granicus, Inc., utilizing State Term Contract -STS-033, #533904-1, with an expiration date of June 30, 2019 for subscription based technology research services. The coverage term period is one (1) year from the date of a purchase order certified/confirmed by the Columbus City Auditor's Office, at a cost of $81,810.00.
SECTION 2: That the expenditure of $81,810.00, or so much thereof as may be necessary, is hereby authorized to be expended from: (see attachment 1907-2017 EXP)
Dept.: 47 | Div.: 4702 | Object Class: 03 | Main Account: 63945 | Fund: 5100 | Sub-fund: 510001 | Program Code: IT005 | Section 3: N/A | Section 4: N/A | Section 5: N/A | Amount: $81,810.00 | {subscription licensing fee}
SECTION 3: That the City Auditor is authorized to make any 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.