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File #: 0406-2020    Version: 1
Type: Ordinance Status: Passed
File created: 2/5/2020 In control: Technology Committee
On agenda: 3/16/2020 Final action: 3/19/2020
Title: To authorize the Director of the Department of Technology, on behalf of various city departments, to modify an agreement with ConvergeOne, Inc. for procurement of hardware, software, maintenance and support and professional services to enable the integration of the city’s Interactive Voice Response (IVR) System and the Accela Permitting and Inspection system in the Department of Building and Zoning Services and to continue maintenance and support of the IVR system in the Departments of Neighborhoods, Public Utilities and Technology; to authorize the transfer of $5,420.00 within the Department of Technology Information Services Operating Fund, from materials and supplies to equipment; to waive the competitive bidding provisions of City Code; to authorize the expenditure of $300,111.15 from the Department of Technology, Information Services Operating Fund for the above-stated purpose; and to declare an emergency. ($300,111.15)
Attachments: 1. Bid waiver-0406-2020, 2. Updated CDW quote 2-5-2020 for BZS IVR, 3. C1.CityofColumbus_Genesys_Support.2020.rev2, 4. 0406-2020EXP

This ordinance authorizes the Director of the Department of Technology (DoT), on behalf of various departments, to modify an agreement with ConvergeOne, Inc. to provide hardware, software, maintenance and support, and professional services for the city’s enterprise Interactive Voice Response (IVR) System.

Commodities and services being procured via this ordinance include:
· Hardware ($72,580.00), software ($23,086.42) and system maintenance ($10,104.10) to enable the integration of the IVR and Accela Permitting and Inspection systems in the Department of Building and Zoning Services.
· IVR maintenance and support for the Departments of Neighborhood Services ($20,751.09) Technology ($27,668.13) and Public Utilities ($89,921.41)
· Professional services, if needed (contingency) to assist with the above-noted IVR maintenance and support, for the Departments of Technology ($16,000.00) and Public Utilities ($40,000.00)

The total expenditure being authorized for this contract modification is $300,111.15.

This IVR system is used by the city’s 311, Public Utilities, BZS, and Technology Help Desk call centers. The Department of Technology via SA005214 established a contract agreement (EL015526) under the authority of ordinance 0177-2014 passed by council March 31, 2014 to acquire IVR equipment, software, maintenance and support, and services. Ordinance 0177-2014 authorized a one-year contract with four annual renewal options. Since the last renewal option has been exhausted, the department requests to waive the provisions of competitive bidding.

The coverage term period of this contract agreement will be for one year, starting on April 30, 2020 through April 29, 2021
1. Amount of additional funds to be expended: $ 300,111.15
Original contract amount (Ord. #:0177-2014): $112,342.51
Modifications (1-3) 417,038.60
Maintenance and support renewals 218,298.46
Modification #4 (Ord. #: 2764-2018) 49,300.00
Modification # 5...

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