Explanation
BACKGROUND: This ordinance authorizes a one year contract renewal with Vinimaya Inc. dba Aquiire, for software hosted solutions related to the electronic procurement system for the Purchasing Office. Ordinance No. 1786-2016 authorized the Finance and Management Director to enter into a contract with Vinimaya Inc. for the continuation of hosted software solutions and professional services related to the vMarketPlace. The contract was for one year, with two one-year renewal options. This ordinance authorizes the execution of the second of these renewal options.
The vMarketPlace is an electronic catalog administered by the Purchasing Office. It is made available to City staff, allowing them to purchase items from universal term contracts. Currently, there are over 200 contracts in the electronic catalog, with over 3 million distinct items. The electronic catalog aggregates catalog content from City contracts and externally manages the content for a single site.
Emergency Justification: The Director of Finance and Management must renew a contract with Vinimaya, Inc. for professional services and hosted software solutions, ensuring staff have access to City universal term contracts, including safety items and essential operational needs.
FISCAL IMPACT: This ordinance authorizes the expenditure of $233,000.00 with Vinimaya, Inc. dba Aquiire for the cost of the annual renewal of this vMarketPlace contract. These funds are budgeted in the Finance and Management Department General Fund budget. In 2017, $230,466.00 was expended for this service.
CONTRACT COMPLIANCE:
Vinimaya, Inc. dba Aquiire CC005838
Title
To authorize the Finance and Management Director to exercise a one-year renewal option with Vinimaya, Inc., dba Aquiire, for the continuation of hosted software solutions and professional services related to the vMarketPlace; to authorize the transfer of $58,000.00 between divisions within the General Fund; to authorize the expenditure of $233,000.00 from the General Fund; and to declare an emergency ($233,000.00).
Body
WHEREAS, the Purchasing Office needs to continue its relationship with Vinimaya, Inc. in order to provide city users with an electronic catalog; and
WHEREAS, the electronic catalog includes over three million items at over two hundred universal term contract vendors; and
WHEREAS, the electronic catalog ensures that the City has access to necessary items at correct contract pricing; and
WHEREAS, an emergency exists in the usual daily operations of the Department of Finance and Management, Purchasing Office, in that it is immediately necessary to authorize the Director of Finance and Management to renew a contract with Vinimaya, Inc. for professional services and hosted software solutions, ensuring staff have access to City universal term contracts, 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 Finance and Management Director is hereby authorized to exercise a one-year renewal option on the contract with Vinimaya, Inc., dba Aquiire, for hosted software solutions and professional services necessary for the continued use of the vMarketplace, an electronic catalog.
SECTION 2. That the transfer of $58,000.00, or so much thereof as may be needed, is hereby authorized within Fund 1000 General Fund, from Dept-Div 4507 Financial Management, Object Class 03 - Contractual Services to Dept-Div 4501 Financial Management, Object Class 03 - Contractual Services per the account codes in the attachment to this ordinance.
See Attached File: Ord 2051-2018 Legislation Template.xls
SECTION 3. That the expenditure of $233,000.00, or so much thereof as may be needed, is hereby authorized in Fund 1000 General Fund in Object Class 03 Purchased Services per the account codes in the attachment of this ordinance to pay the cost thereof.
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 authorized to make any accounting changes to revise the funding source for all contracts or contract modifications.
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.