Explanation
BACKGROUND:
This ordinance authorizes the Director of the Department of Technology (DoT) to modify and enter into year two (2) of a 3 year contract with Axway, Inc. for mobile application development services and licensing support, at a cost of $150,000.00. The Department of Technology has a need to purchase services to support the Mobile Application Upgrade project. This contract term cost will include $102,600.00 for Remediation and Enhancement Services which includes a modification to shift $57,600.00 from Mobile app monthly support and an additional increase of $32,400.00 to Remediation and Enhancement services needed for the Mobile App. with a term period of April 3, 2019 through April 2, 2020 and $15,000.000 for Appcelerator Licensing renewal for the term period of 3/31/19 through 3/30/2020. This agreement is not subject to automatic renewal. However, upon mutual agreement, the services may be continued for one (1) additional one-year terms.
The MyColumbus mobile application enables the City to better communicate with residents and visitors, who increasingly access information using mobile devices. MyColumbus for the iPhone was released to the public in July 2011, and a Droid version of MyColumbus was released in October 2011. The Department of Technology continues to receive requests to enhance MyColumbus with additional information and features. This agreement will provide needed services to complete those enhancements.
The app was created to centralize city services into a single app so the city does not have multiple mobile apps that constituents need to remember which app is for what purpose. The services included in this are necessary for the management and development of the system and assist DoT in the developing expertise with and governance of the solution. The MyColumbus mobile application provides hundreds of services to constituents, such as refuse, yard waste, and recycling collection reminders, which allow a resident to enter their address and then will receive a notice the day before the scheduled collection to remind them to put containers out to the curb. The app also provides constituents the ability to submit service requests to 311.
The upgrade services included in this ordinance are necessary to provide system administration, configuration, and tuning and to provide upgrades required by the app stores and the foundation the app was written on so that it remains compatible with and continues to work with the newer phones and operating systems. Apps are also required to remain up to date with app store upgrades in order to be permitted to submit new versions of your app. Without these services, the city cannot submit new versions of the app and the app will gradually cease to function. These services are necessary to assist the City in delivering mobile application services to constituents.
The agreement was most recently authorized by authority of ordinance 3235-2017, passed December 11, 2017. This modification will provide for additional professional services to increase the Remediation and Enhancements of the Mobile App. In addition, this legislation will renew licensing.
1. Amount of additional funds to be expended: $ 32,400.00
Original contract amount (Ord. #:3235-2017): $117,600.00
Modifications #1 (Ord. No. 3216-2018) $ 32,400.00
License renewal (Ord. No. 3216-2018) $117,600.00
Total aggregate amount of contracts and modification(s): $267,600.00
2. Reason additional goods/services could not be foreseen:
The need for this modification is to increase service of Remediation and Enhancement.
3. Reason other procurement processes are not used:
Axway was awarded the contract through RFQ00572 with an option to renew under ordinance 3235-2017. It is in the best interest to continue these services with Axway, Inc. and they have provided these services over the last year.
4. How cost of modification was determined:
The cost for the increase in the Remediation and Enhancements service is needed for the Mobile App. was at the hourly rate Axway, Inc. provide in their original proposal/ contract with the City of Columbus under RFQ00572.
FISCAL IMPACT:
In 2015 and 2017, the Department of Technology legislated $146,400.00 and $117,600.00 (RFQ005723) respectively for development and enhancements to MyColumbus and mobile applications services. The cost for the 2018 mobile applications services is $150,000.00. The funds for this contract are available within the Department of Technology, Information Services Division, Information Services Operating Fund.
CONTRACT COMPLIANCE:
Vendor Name: Axway, Inc. CC#:/FID#: 86 - 0834866 Expiration Date: 12/7/2018
DAX Vendor account: # 010562
Title
To authorize the Director of the Department of Technology to modify and enter into year 2 of a contract with Axway, Inc. for mobile applications services and licensing and support; to authorize the expenditure of $150,000.00 from the Department of Technology, Information Services Division, Information Services Operating Fund. ($150,000.00)
Body
WHEREAS, this legislation authorizes the Director of the Department of Technology to modify and enter into year 2 of a contract with Axway, Inc., for mobile applications services and licensing and support; and
WHEREAS, this agreement will provide for ongoing enhancements of the MyColumbus mobile application and development of new mobile applications, for the term period is April 3, 2019 through April 2, 2020 and licensing and support for the term period of 3/31/19 through 3/30/2020 for a total cost of $150,000.00. The agreement includes options to renew for one additional one year term, subject to mutual agreement and approval of proper City authorities; and
WHEREAS, it has become necessary in the usual daily operation of the Department of Technology to authorize the Director to modify and enter into year 2 of a contract with Axway, Inc., for mobile applications services and licensing and support for the preservation of 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 be and is hereby authorized to modify and enter into year 2 of a contract with Axway, Inc., for mobile applications services with the term period of April 3, 2019 through April 2, 2020 and licensing support with the term period of 3/31/19 through 3/30/2020. The agreement includes options to renew for one additional one year term, subject to mutual agreement and approval of proper City authorities. The total cost for the second year of the contract is $150,000.00.
SECTION 2: That the expenditure of $150,000.00 or so much thereof as may be necessary is hereby authorized to be expended from: (See Attachment: (3216-2018 EXP)
Dept.: 47| Div.: 47-02|Obj Class: 03 |Main Account: 63945 |Fund: 5100 |Sub-fund: 510001 |Program: IT005 |Section 3: n/a | Section 4: n/a | Amount: $15,000.00|
Dept.: 47| Div.: 47-02|Obj Class: 03 |Main Account: 63050 |Fund: 5100 |Sub-fund: 510001 |Program: IT002 |Section 3: 470201 | Section 4: IT03 | Amount: $135,000.00|
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: This ordinance shall take effect and be in force from and after the earliest period allowed by law.