City of Columbus - File #: 0820-2011

• File #: 0820-2011
• Version: 1
• Type: Ordinance
• Status: Passed
• File created: 5/20/2011
• In control: Administration Committee
• On agenda: 7/18/2011
• Final action: 7/20/2011
• Title: To authorize the Director of the Department of Technology and the Director of Public Utilities to renew an existing contract with VESOFT Inc. for software maintenance and support services; in accordance with the sole source provisions of the Columbus City Codes; and to authorize the expenditure of $1,850.00 from the Department of Technology, Internal Services Fund. ($1,850.00)

Date	Ver.	Action By	Action	Result
7/20/2011	1	MAYOR	Signed
7/20/2011	1	CITY CLERK	Attest
7/18/2011	1	Columbus City Council	Approved	Pass
7/18/2011	1	COUNCIL PRESIDENT PRO-TEM	Signed
7/11/2011	1	Columbus City Council	Read for the First Time
6/27/2011	1	CITY ATTORNEY	Reviewed and Approved
6/27/2011	1	Technology Drafter	Sent to Clerk's Office for Council
6/24/2011	1	FINANCE DIRECTOR	Reviewed and Approved
6/24/2011	1	Technology Drafter	Sent for Approval
6/24/2011	1	Auditor Reviewer	Reviewed and Approved
6/24/2011	1	CITY AUDITOR	Reviewed and Approved
6/24/2011	1	Technology Drafter	Sent for Approval
6/23/2011	1	FINANCE-PURCHASING APPROVER	Reviewed and Approved
6/23/2011	1	Finance Reviewer	Reviewed and Approved
6/21/2011	1	Finance Reviewer	Reviewed and Approved
6/21/2011	1	Finance Reviewer	Reviewed and Approved
6/21/2011	1	Finance Reviewer	Sent for Approval
6/20/2011	1	ODI DIRECTOR	Reviewed and Approved
6/20/2011	1	Technology Drafter	Sent for Approval
6/18/2011	1	EBOCO Reviewer	Sent for Approval
6/17/2011	1	TECHNOLOGY DIRECTOR	Reviewed and Approved
6/17/2011	1	Technology Drafter	Sent for Approval
6/6/2011	1	Technology Drafter	Sent for Approval

Explanation

BACKGROUND:
This legislation authorizes the Director of the Department of Technology and the Director of the Department of Public Utilities (DPU) to renew an existing contract with VESOFT Inc. for software maintenance and support services, in the amount of $1,850.00, with a coverage period of October 1, 2011 through September 30, 2012. The original agreement, associated with purchase order ED001918, was established July 6, 2000. The agreement was most recently renewed by authority of ordinance 0077-2011, passed February 14, 2011, providing service for six (6) months, ending September 30, 2011.

This contract is associated with a legacy application that supports the generation of electric and water bills (including storm and sewer). When enhancements to the Columbus Utility Billing System (CUBS) are in place, this legacy system will be retired.

In the last contract renewal (0077-2011) only six (6) months of support was acquired, anticipating full functioning of the Columbus Utility Billing System (CUBS) allowing the legacy system to be retired. Since that time, the Department of Public Utilities has initiated an audit of the CUBS systems to ensure that all revenue is being captured. The legacy system is needed in order to produce comparison reports to assist with the CUBS audit. In addition, the legacy system will need to be utilized for reference, as part of a new project to evaluate reports from CUBS. The legacy system is critical for this effort to ensure that all the proper reports are created. In order to ensure sufficient time to retire the old system, an additional one (1) year of support is requested in this contract renewal. Once the project is completed, a plan will be put into place to retire the legacy system.

It has been determined that VESOFT Inc. is the only provider of software maintenance and support for its software products licensed to the city. Therefore, this contract renewal is being established with the sole sou...