Explanation
BACKGROUND:
This ordinance authorizes the Director of the Department of Technology to modify a contract and associated PO091200 (PO balance $114,391.11) with Avante Solutions, Inc., to extend the term period for 19 months from November 20, 2018 through June 30, 2020, and to authorize a change order request to move $18,920.00 for training and $8,600.00 for data import to professional services so that the vendor can continue with services to complete the project.
The original contract was authorized by ordinance 2286-2017, passed by City Council on October 16, 2017, establishing PO091200. The purchase and implementation of Cherwell/ITSM (Information Technology Service Management) software will enable the Department of Technology to better track, record and address service requests and issues that could possibly impact its customers. It will also better define roles and responsibilities, facilitate metrics for benchmarking, add continual improvement and introduce higher levels of accountability to IT investment.
1. Amount of additional funds to be expended: $ 0.00
Original contract amount (Ord. No. 2286-2017) $409,520.00
License Renewal (Ord. No. 2936-2018) $ 35,000.00
Modifications #1 (Ord. No. 0130-2019) $ 0.00
Total aggregate amount of contracts and modification(s): $444,520.00
2. Reason additional goods/services could not be foreseen:
The need for this modification is to extend the contract/ (PO091200) term period for 19 months, and to authorize a change order request to move $27,520.00 from training and data import services to professional services so that the vendor can complete the project.
3. Reason other procurement processes are not used:
Avante Solutions, Inc. was awarded the contract through RFQ05603 with an option to renew under ordinance 2286-2017. It is in the best interest of the City to continue these services with Avante Solutions, Inc. since the vendor has been providing implementation services over the last year and is the most knowledgeable of work on the project.
4. How cost of modification was determined:
There will be no cost increase for this change order request to shift funding from training and data import to professional services. All other terms and conditions will remain the same.
CONTRACT COMPLIANCE NUMBERS:
Avante Solutions, Inc. F.I.D.#/:36-4314249 Expiration Date: 05/16/2019
(DAX Vendor Acct. #: 022013)
EMERGENCY:
Emergency action is requested to expedite authorization of the contract change order request and term period extension.
FISCAL IMPACT:
No additional funding is being requested from the Department of Technology, Information Services Operating Fund. In 2017, the Department of Technology legislated $409,520.00 with Avante Solutions, Inc. for the purchase and implementation of the Cherwell/ITSM application, and in 2018 legislated under ordinance 2936-2018 $35,000.00 for software maintenance and support services. The contract aggregate total including this ordinance is $444,520.00.
Title
To authorize the Director of the Department of Technology to modify a contract for a change order request and to extend the term period on the contract and associated purchase order with Avante Solutions, Inc.; and to declare an emergency ($0.00).
Body
WHEREAS, the original contract was authorized by ordinance 2286-2017, passed by City Council on October 16, 2017, establishing PO091200 for the Cherwell/ITSM application; and
WHEREAS, this ordinance authorizes the Director of the Department of Technology to modify the contract and the associated PO091200 (PO balance of $114,391.11) with Avante Solutions, Inc., to extend the term period from November 20, 2018 to June 30, 2020; and
WHEREAS, this ordinance will authorize a contract change order request to shift $18,920.00 for training and $8,600.00 for data import to professional services totaling $27,520.00; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Technology in that it is immediately necessary to authorize the Director of the Department of Technology to modify a contract for a change order request and to extend the contract and associated purchase order with Avante Solutions, Inc., for an additional 19 months term period so that the vendor can complete the project for the immediate preservation of 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 be, and is hereby, authorized to modify a contract for a change order request totaling $27,520.00 moving funds from training and data import to professional services and to extend the contract and associated purchase order PO091200 (PO remaining balance is $114,391.11) term period with Avante Solutions, Inc., for 19 months from November 20, 2018 through June 30, 2020 so that the vendor can complete the project. No additional funds are being requested.
SECTION 2: 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 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 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 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 or vetoes the same.