Explanation
BACKGROUND:
This legislation authorizes the Director of the Department of Technology (DoT) to renew an annual software license, maintenance and support agreement, for the BL/LIB Tape Library Management System, with B & L Associates Inc. The original contract (FP004153) was executed August 8, 2001, and most recently renewed through purchase order EL013734, by authority of ordinance 2106-2012 passed September 20, 2012. At a cost of $14,470.00, this ordinance will provide for payment of the annual software maintenance and support agreement renewal, with the coverage period from January 1, 2014 through December 31, 2014.
The City of Columbus, Department of Technology (DoT) operates two Unisys Mainframe Libra Systems that directly support mission critical applications. The Libra PR system supports the production Payroll system used by all city agencies and the Police and Leads systems, which is used by the Police Department. The Unisys Libra DV system is used as a development system for the production applications running on the Libra PR system, as well as a failover system. In order to meet City and State Record Retention polices and to avoid the interruption of services provided to city agencies and to ensure the continued operations of both Libra Systems, daily, weekly and monthly backups need to be performed and maintained. In order to accomplish successful backups that are generated on different types of tape media, a Tape Library Management System is needed. Without the software licenses, maintenance and support services provided by B & L Associates Inc., the City will not be able to utilize these applications. Also, renewing this agreement will allow the City of Columbus to continue receiving software license upgrades, support and related services for the BL/LIB Tape Library Management System.
B & L Associates Inc. is the sole source supplier for software licenses, maintenance and support for the BL/LIB Software Product licensed to the City of Columbus. B & L Associates is a sole source provider of the Tape Library Management System application that is specific to Unisys Mainframe Systems. Please note that this is a single source purchase because the application is a platform specific to Unisys Mainframe Systems. For this reason, this ordinance is being submitted in accordance with the provisions of Sole Source procurement of the City of Columbus Section 329.07.
EMERGENCY:
Emergency action is requested to expedite authorization of this contract in order to initiate services from the supplier at the prices proposed.
FISCAL IMPACT:
In 2012 and 2013, the Department of Technology expended $10,638.75 and $14,185.00 respectively with B & L Associates Inc. for software license, maintenance and support services for the BL/LIB Tape Library Management System and related software applications. The 2014 cost for the annual software license, maintenance and support contract is $14,470.00 bringing the aggregate contract total to $188,574.73. The funds for this expenditure are available in the Department of Technology, Information Services Division, internal service fund.
CONTRACT COMPLIANCE:
Vendor Name: B & L Associates Inc. CC#/FID#: 04 - 2572428 Expiration Date: 08/29/2015
Title
To authorize the Director of the Department of Technology (DoT) to renew an annual software license, maintenance and support contract with B & L Associates Inc. for the BL/LIB Tape Library Management System; in accordance with the sole source provisions of the Columbus City Code; to authorize the expenditure of $14,470.00 from the Department of Technology, Information Services Division, internal service fund; and to declare an emergency. ($14,470.00)
Body
WHEREAS, the Department of Technology (DoT), has a need to renew an annual software license, maintenance and support services contract with B & L Associates Inc. for the BL/LIB Tape Library Management System software application; and
WHEREAS, the original contract (FP004153) was executed August 8, 2001, and most recently renewed through purchase order EL013734, by authority of ordinance 2106-2012 passed September 20, 2012; and
WHEREAS, the cost associated with the 2014 B & L Associates Inc. contract renewal agreement is $14,470.00, with a term period from January 1, 2014 through December 31, 2014; and
WHEREAS, this contract renewal is in accordance with the sole source provisions of the Columbus City Code, Section 329.07, and
WHEREAS, an emergency exists in that it is immediately necessary for the Director of the Department of Technology to renew an annual software license, maintenance and support contract for the BL/LIB Tape Library Management System and related applications, with B & L Associates Inc., to ensure uninterrupted services, for the preservation of the public health, property, peace, 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 hereby authorized and directed to renew an annual software license, maintenance and support contract with B & L Associates Inc., for the BL/LIB Tape Library Management System and related applications in the amount of $14,470.00, with a coverage period of January 1, 2014 through December 31, 2014.
SECTION 2: That the expenditure of $14,470.00 or so much thereof as may be necessary is hereby authorized to be expended from:
Div.: 47-02|Fund: 514|Sub-fund: 001|OCA Code: 470202|Obj. Level 1: 03|Obj. Level 3: 3369 |Amount: $14,470.00
SECTION 3: That the City Auditor is authorized to make any changes to revise the funding source for any contract 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 this agreement is being established in accordance with the sole source provisions of the Columbus City Code, Section 329.07.
SECTION 6: That for the reasons stated in the preamble hereto, which is hereby made a part hereof, this ordinance is hereby 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.