Explanation
BACKGROUND:
This ordinance authorizes the Director of the Department of Technology to renew a contract with Advizex Technologies for annual software maintenance and support of an information archive system. The original agreement (EL015116) was authorized by ordinance 2525-2013, passed by City Council on December 2, 2013, in award of solicitation SA005020. The original agreement included options to renew for four (4) additional one year terms, by mutual agreement and approval of proper City authorities. The first renewal was authorized by ordinance 1926-2014 passed by City Council on September 15, 2014 through purchase order EL016356. This ordinance will authorize the second of four renewals, and provide service for the period December 18, 2015 to December 17, 2016, at a cost of $39,255.00.
The City uses the EMC SourceOne information archive system to more efficiently utilize its data storage infrastructure. Advizex Technologies, through its partnership with EMC, will provide the City with access to EMC technical support services and updated versions of EMC SourceOne software.
EMERGENCY:
Emergency action is requested to expedite authorization of this contract in order to facilitate and maintain uninterrupted services from the supplier.
FISCAL IMPACT:
In 2013 and 2014, the Department of Technology expended $321,477.00 and $39,255.00 respectively with Advizex Technologies for the implementation of an information archive system and annual software maintenance and support services. The 2015 cost associated with this legislation for the annual software maintenance and support of the information archive system is $39,255.00. Funds totaling $39,255.00 for this purchase were identified and are available within the Department of Technology, Information Services Division, Internal Service Fund. Including this renewal, the aggregate contract total amount is $399,987.00.
CONTRACT COMPLIANCE:
Vendor Name: Advizex Technologies C.C#/F.I.D#: 37 - 1504931 Expiration: 08/04/2016
Title
To authorize the Director of the Department of Technology to renew a contract with Advizex Technologies for annual software maintenance and support of an information archive system; to authorize the expenditure of $39,255.00 from the Department of Technology, Information Services Division, Internal Service Fund; and to declare an emergency. ($39,255.00)
Body
WHEREAS, this legislation authorizes the Director of the Department of Technology to renew a contract with Advizex Technologies for annual software maintenance and support of an information archive system; and
WHEREAS, the original agreement (EL015116) was authorized by ordinance 2525-2013, passed by City Council on December 2, 2013, in award of solicitation SA005020. The original agreement included options to renew for four (4) additional one year terms, by mutual agreement and approval of proper City authorities. The first renewal was authorized by ordinance 1926-2014 passed by City Council on September 15, 2014 through purchase order EL016356; and
WHEREAS, this ordinance will authorize the second of four renewals, and provide service for the period December 18, 2015 to December 17, 2016, at a cost of $39,255.00; and
WHEREAS, the City uses the EMC SourceOne information archive system to more efficiently utilize its data storage infrastructure. Advizex Technologies, through its partnership with EMC, will provide the City with access to EMC technical support services and updated versions of EMC SourceOne software; and
WHEREAS, an emergency exists in the daily operation of the Department of Technology in that it is immediately necessary for the Director of the Department of Technology to renew a contract with Advizex Technologies for annual software maintenance and support of an information archive system and 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, is authorized to renew a contract with Advizex Technologies for annual software maintenance and support of an information archive system. This ordinance will authorize the second of four renewals, and provide service for the coverage term period from December 18, 2015 through December 17, 2016, at a cost of $39,255.00.
SECTION 2: That the expenditure of $39,255.00 or so much thereof as may be necessary is hereby authorized to be expended from the Department of Technology, Information Services Division, Internal Service Fund, is hereby authorized as follows:
Dept./Div.: 47-02| Fund: 514| Sub-fund: 001| OCA Code: 470202| Obj. Level 1: 03| Obj. Level 3: 3369| Amount: $ 39,255.00|
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 for the reasons stated in the preamble hereto, which is hereby made a part hereof, this ordinance is whereby 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 nor vetoes the same.