Explanation
BACKGROUND: The City contracts with Lease Harbor, LLC to provide real estate and lease database management software support and related services for the administration of the City’s real property and lease portfolios. Ordinance No. 2579-2015, passed by Columbus City Council on October 29, 2015, authorized the Director of Finance and Management to enter into an amended service agreement with Lease Harbor to extend the original contract to allow for five (5) additional automatic one (1) year renewals with each renewal subject to appropriation of funds by Columbus City Council and certification of funds availability by the City Auditor. This ordinance authorizes the Director of Finance and Management to expend $23,000 for the first automatic renewal term of the service agreement with Lease Harbor, LLC for the period December 15, 2016 to December 14, 2017.
Lease Harbor, LLC contract compliance number is 364352999 which expires 9/15/2017.
Fiscal Impact: This ordinance authorizes an expenditure of $23,000 from the General Fund with Lease Harbor, LLC for real estate and lease database management services. The Real Estate Management Office budgeted $27,000 in the General Fund for these services.
Emergency Justification: Emergency action is requested to allow for the continued provision of real estate and lease database management software support and related services for the administration of the City’s real property and lease portfolios.
Title
To authorize the Director of Finance and Management to issue a purchase order for the annual service agreement with Lease Harbor, LLC to provide real estate and database management software support for the Real Estate Management Office; to authorize the expenditure of $23,000.00 from the General Fund; and to declare an emergency.
Body
WHEREAS, the City contracts with Lease Harbor, LLC for the provision of web-based database management software, support, and related services for the administration of the City’s real property and lease portfolios; and
WHEREAS, Ordinance No. 2579-2015 amended the service agreement with Lease Harbor to extend the term allowing for five (5) additional automatic one (1) year renewals with each renewal subject to appropriation of funds by Columbus City Council and certification of funds availability by the City Auditor; and
WHEREAS, it is necessary to authorize the expenditure of $23,000 for the first automatic one (1) year renewal term of the service agreement for the period December 15, 2016 through December 14, 2017; and
WHEREAS, the funds are budgeted and are available within the Department of Finance and Management Department, Real Estate Management Office 2016 General Fund Budget; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Finance and Management in that it is immediately necessary to authorize the Director to issue a purchase order for payment of annual fees for the first automatic one (1) year renewal term of the service agreement with Lease Harbor, LLC thereby preserving the public health, property, safety, and welfare; now, therefore
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Director of Finance and Management be and hereby is authorized to expend up to $23,000.00 for payment of annual fees for the period December 15, 2016 through December 14, 2017 for the first renewal of the amended service agreement with Lease Harbor LLC.
SECTION 2. That the expenditure of $23,000 is hereby authorized from the Department of Finance and Management Department, Real Estate Management Office 2016 General Fund Budget as follows:
See attached file: Ordinance 2596-2016 Legislation Attachment.xls
SECTION 3. That the City Auditor is authorized to make any accounting changes necessary to ensure that this expenditure is properly accounted for and recorded accurately on the City’s financial records.
SECTION 4. That the funds necessary to carry out the purposes of this ordinance are hereby deemed appropriated, and the City Auditor shall establish such accounting codes as necessary.
SECTION 5. That for 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 its passage if the Mayor neither approves or vetoes the same.