ORDINANCE NO. 181485

*Amend contract with Data Management Consultants, Inc. for computer systems design, maintenance and programming services for Bureau of Fire and Police Disability and Retirement (Ordinance)

The City of Portland ordains:

Section 1. The Council finds:

 1.  On January 20, 2002, the City Council passed Ordinance No. 176232 authorizing the contract with DMC for computer systems design and programming services for the period from December 11, 2001 through December 31, 2006.

 2.  On April 25, 2007, the City Council passed Ordinance No. 180908, which extended the contract with DMC to December 31, 2007.

3.  DMC has developed a very unique database for the FPDR. The database has been totally developed and supported by DMC per the FPDR requests and development project list. The database accomplishes seamless integration into other Microsoft products as well as Foxfire, a third party report writer. Other software is also integrated into the system. DMC also provides monthly maintenance, is in the process of working on security upgrades, and other projects. In addition, DMC is currently reprogramming the FPDR database for compatibility with the City’s new SAP project. The City’s Bureau of Technology (BTS) has been working in tandem with DMC.

4.  DMC has been the sole provider for all software used by FPDR since 1986 and has been FPDR’s computer services specialists for the past five years. Over this period, DMC has gained a tremendous insight into the internal operation and requirements of FPDR. They are familiar with, have specific knowledge of the FPDR’s system and it is reasonable to have them continue their services. It would be extremely difficult, time-consuming, and expensive to have any other vendor achieve the level of complete understanding of the FPDR software systems and operations that DMC has provided.

5.  DMC is a local company and they have always been very responsive to the needs of FPDR. DMC is a Microsoft Solutions provider and has been an Oregon corporation since 1976. Over the past few years, FPDR did utilize an outside consultant to evaluate any other possible software solutions and the recommendation was to continue with the systems developed by DMC and to continue to grow and enhance those systems.

6.  An extension of the contract to December 31, 2012 with costs not to exceed an additional $100,000 is requested.

7.  Funds are available in the FPDR budget.

8.  An appropriate form of amendment to the contract is attached hereto as Exhibit “A”.

NOW, THEREFORE, the Council directs:

a.  This Ordinance waives City Charter §2-105(a)(3), which limits contracts to five years and authorizes an amendment to the contract to extend the expiration date of the contract from December 31, 2007 to December 31, 2012.

b.  The Fund Director is hereby authorized to enter into an amendment to the contract with DMC to extend the contract period for an additional five years with costs not to exceed an additional $100,000 as shown on the amendment to contract attached hereto as Exhibit “A”.

Section 2.  The Council declares that an emergency exists in order that the computer systems design, maintenance and programming services may continue as stated in Exhibit “A” without undue delay; therefore, this Ordinance shall be in full force and effect from and after its passage by the Council.

Passed by the Council: January 2, 2008 GARY BLACKMER

Mayor Tom Potter          Auditor of the City of Portland

Jefferson/kk              By /s/Susan Parsons

December 19, 2007           Deputy

BACKING SHEET INFORMATION

AGENDA NO. 07-2008

ORDINANCE/RESOLUTION/COUNCIL DOCUMENT NO. 181485