Explanation
BACKGROUND:
This ordinance authorizes the Director of the Department of Technology (DoT), on behalf of the Mayor's Office of Diversity and Inclusion (ODI), to enter into a contract with B2GNow/Ask Reply, Inc. for provisioning and hosting of a citywide supplier diversity management system. The City requires a new management system to fulfill the requirements of City Code 39, Executive Order 2020-03, and findings of the 2019 City of Columbus Disparity Study Final Report. The system will replace the outdated Biztrack system, which has exceeded its useful service life, is no longer supported, and has limited functionality. B2GNow/AskReply, Inc. will help the City implement its supplier diversity management system, integrate it with the City's financial and data management systems, and provide hosting services to support ongoing operations. The term of this agreement is for one (1) year from the date of a purchase order certified by the City Auditor. This agreement includes annual options to renew, subject to mutual agreement and approval of proper City authorities. The total cost of $247,400.00 includes $13,500.00 for scanning minority-owned and woman-owned business enterprise certifications into the new system and $233,900.00 for two (2) years of hosting and support services.
To procure these services, a Request for Statements of Qualifications (RFQ013748) was published October 11, 2019. The solicitation received seven (7) proposals, which was scored by an evaluation committee of five (5) representatives from City offices and departments. The committee scored the proposal, using the following criteria: competence of the offeror (up to 30 points), quality and feasibility of proposed software and services (25 points), ability of the offeror (25 points), and, past performance of the offeror (20 points). The committee determined that the B2GNow/AskReply, Inc. software solution best met all requirements outlined in the RFSQ, and the solution would best meet the City's needs for a new supplier diversity management system. The committee recommended an award to the Directors of the Department of Technology and Mayor's Office of Diversity and Inclusion, which was accepted.
After further discussions with B2GNow/AskReply, Inc., more than six (6) months elapsed from the date of receiving the proposal. Given the length of time (six (6) months) that elapsed from the date of receiving the proposal, this ordinance requests waiver of competitive bidding provisions of Columbus City Code.
FISCAL IMPACT:
The total cost associated with this contract agreement is $247,400.00 with B2GNow/AskReply, Inc The funds to cover this expense are budgeted and available within the Department of Technology, Capital Improvement Bond Fund.
CONTRACT COMPLIANCE:
Vendor Name: B2GNow/AskReply, Inc. C.C.#: 33-0897731 Expiration Date: 10/22/2021
(DAX Acct.#: 025160) N
Title
To authorize the Director of the Department of Technology (DoT), on behalf of the Mayor's Office of Diversity and Inclusion (ODI), to enter into a contract with B2GNow/AskReply, Inc. for provisioning and hosting of a citywide supplier diversity management system; to waive the competitive bidding provisions of the City Code; to authorize the expenditure of $247,400.00 from the Department of Technology, Capital Improvement Bond Fund. ($247,400.00)
Body)
WHEREAS, a Request for Statements of Qualification (RFSQ 013748) was October 11, 2019. The solicitation received seven (7) proposals, which was scored by an evaluation committee of five (5) representatives from City offices and departments. The committee scored the proposals, using the following criteria: competence of the offeror (up to 30 points), quality and feasibility of proposed software and services (25 points), ability of the offeror (25), and past performance of the offeror (20 points). The committee determined that the B2GNow/AskReply, Inc. software solution best met all requirements outlined in the RFSQ, and the solution would best meet the City's needs for a new supplier diversity management system. The committee recommended an award to the Directors of the Department of Technology and Mayor's Office of Diversity and Inclusion, which was accepted; and
WHEREAS, it is necessary to authorize the Director of the Department of Technology (DoT), on behalf of the Mayor's Office of Diversity and Inclusion (ODI, to enter into a contract with B2GNow/AskReply, Inc. for provisioning and hosting of a citywide supplier diversity management system. The City requires a new management system to fulfill the requirements of City Code Title 39, Executive Order 2020-03, and the findings of the 2019 City of Columbus Disparity Study Final Report; and
WHEREAS, B2GNow/AskReply, Inc. will help the City implement its supplier diversity management system, integrate it with the City' financial and data management systems, and provide system hosting services to support ongoing operations. The term of this agreement is for one (1) year from the date of a purchase order certified/confirmed by the City Auditor. This agreement includes annual options to renew, subject to mutual agreement and approval of proper City authorities. The total cost of $247,400.00 includes $13,500.00 for scanning minority-owned and woman-owned business enterprise certifications in the new system and $233,900.00 for two (2) years of hosting and support services; and
WHEREAS, it is in the City's best interest to waive the competitive bidding requirements of Columbus City Code to enter into this contract because of the length of time (six (6) months) that elapsed from the date of receiving the proposal; and
WHEREAS, it has become necessary in the usual daily operation of the Office of Diversity and Inclusion to authorize the Director of the Department of Technology (DoT), on behalf of the Director of the Mayor's Office of Diversity and Inclusion (ODI), to enter into a contract with B2GNow/AskReply, Inc. for provisioning and hosting of a citywide supplier diversity management system, 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 the Department of Technology (DoT), on behalf of the Mayor's Office of Diversity and Inclusion (ODI), is hereby authorized to enter into a contract with B2GNow/AskReply, Inc. for provisioning and hosting of a citywide supplier diversity management system. The City requires a new management system to fulfill the requirements of City Code Title 39, Executive Order 2020-03, and findings of the 2019 City of Columbus Disparity Study Final Report. The term of this contract agreement is for one (1) year from the date of a purchase order certified/confirmed by the City Auditor. This agreement includes annual options to renew, subject to mutual agreement and approval of proper City authorities. The total cost is $247,400.00 which includes $13,500.00 for scanning minority-owned and woman-owned business enterprise certifications into the new system and $233,900.00 for two (2) years of hosting and support services.
SECTION 2. That the expenditure of $247,400.00 or so much thereof as may be necessary is hereby authorized to be expended from (Please see 1779-2020 EXP):
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 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 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 of the Department administering said project that the project has been completed and the monies are no longer required for said project.
SECTION 6. That this Council finds it is in the City's best interest to waive the competitive bidding provisions of the City Code Chapter 329 to enter into this contract.
SECTION 7. That this ordinance shall take effect and be in force from and after the earliest period allowed by law.