Explanation
BACKGROUND: This ordinance authorizes the Director of the Department of Technology, on behalf of the Department of Building and Zoning Services, to modify and renew a contract with Bentley Systems, Inc., formerly known as Enterprise Informatics and before that as Spescom, for annual software maintenance and support for $46,996.62, with term period of April 24, 2011 through April 23, 2012; in accordance with the original contract (ED007619) established in 2002 that provided language allowing for future modifications.
The modification requested in this ordinance is as follows:
1. Incorporate annual software maintenance and support for the eB QuickLinks application, covering term period February 6, 2011 to April 23, 2012. The eB QuickLinks software licenses were purchased by authority of ordinance 1516-2010 (purchase order FL004820), passed November 17, 2010. The additional cost associated with the modification is $2,366.00.
2. Unbundle software maintenance and support for eB Core into support for the constituent applications included in eB Core. These applications are: eB Insight Services, eB Insight Transmittal Services, eB Insight Rendition Services, eB Insight Print Services, eB Insight Kofax Scanning, AssetWise Passport, Contributor Visa, Document Controller, Configurator Visa, and eB WebViewer. Unbundling enables the Department of Building and Zoning Services to have better insight into the services it is purchasing from Bentley, and more easily adjust its suite of eB Core applications. There is no additional cost for the unbundling.
3. Upgrade the software maintenance and support for Bentley products to SELECT software maintenance and support services. Bentley provides support for all of its software products through its SELECT program. Since the last contract renewal, Bentley has incorporated the eB software products it acquired from Enterprise Informatics under its SELECT support program. In addition to providing all of the support services previously provided under the standard support by Enterprise Informatics, the Bentley SELECT program provides access to on-line support at any time (24 hours a day, 7 days a week) and on demand on-line training courses. The additional cost associated with this modification is $4,743.62.
The total cost of the modification is $7,109.62. Business needs have evolved since the eB software was originally purchased. Specifically, a need to retrieve zoning case information directly from the eB document management system was discovered last year (2010); as such eB QuickLinks software was acquired last year to meet this need (FL004820). Also, with Bentley's acquisition of Enterprise Informatics, vendor business practices have changed, requiring the second and third modifications. None of these modifications could be foreseen when the original agreement was executed. Bentley is the only provider of eB software and associated maintenance and support, so it is manifestly impractical for the City to award a contract through other procurement processes. The price of the modifications was negotiated between Bentley and the Department of Building and Zoning Services, and reflects standard public sector pricing for eB maintenance and support.
This contract modification supports the imaging software used to create scanned images of drawings, building plans, building permit information and applications, building cards, occupancy certificates and violation photographs to property records that are necessary for building, zoning and code enforcement.
Bentley Systems, Inc. is the sole provider of maintenance and support for the imaging software utilized by the Department of Building and Zoning Services. As such, this ordinance requests approval to continue services provided by Bentley Systems, Inc. in accordance with the sole source provisions of the Columbus City Code, Section 329.
FISCAL IMPACT:
In 2009 and 2010 the Department of Technology (DoT) expended $37,618.00 and $39,887.00 respectively with Bentley Systems, Inc. for maintenance and support; as well as $10,000.00 for the purchase of eB QuickLinks software. The aggregate contract total, including this modification for software maintenance and support is $329,637.62. Funding for this contract modification in the amount of $46,996.62 has been identified and available within the Department of Technology internal services fund.
CONTRACT COMPLIANCE: Vendor Name: Bentley Systems, Inc. FID/CC#: 95-3936623 Expires: 2/26/2012
Title
To authorize the Director of the Department of Technology, on behalf of the Department of Building and Zoning Services, to modify and renew an annual software maintenance and support contract with Bentley Systems, Inc.; in accordance with the sole source provisions of the Columbus City Code; and to authorize the expenditure of $46,996.62 from the Department of Technology Internal Services Fund. ($46,996.62)
Body
WHEREAS, the Department of Building and Zoning Services (BZS) has a need to modify and renew an annual software maintenance and support contract with Bentley Systems, Inc. to support the imaging software used to create storehouse for all information including scanned images of drawings, building plans, building permit information and applications, building cards, occupancy certificates and violation photographs to property records that are necessary for building, zoning and code enforcement, and
WHEREAS, this legislation authorizes the Director of the Department of Technology, on behalf of the Department of Building and Zoning Services (BZS) to modify and renew an annual software maintenance and support contract with Bentley Systems, Inc. in the amount of $46,996.62, with a term period of April 24, 2011 through April 23, 2012. This modification includes an unbundle of software maintenance and support for eB CORE into support for the constituent applications included in eB Core, software subscriptions and reinstatements fees for the eB QuickLinks application, with a term period of February 6, 2011 to April 23, 2012 at a cost of $2,366.00; as well as an upgrade to the Bentley SELECT software maintenance and support service, which encompasses an additional total cost of $4,743.62, bringing the total modification amount to $7,109.62, and
WHEREAS, this contract modification is being made in accordance with the sole source provisions of Section 329.07 of the Columbus City Code, and
WHEREAS, this ordinance is needed to continue with software maintenance and support services with Bentley Systems, Inc. associated with the imaging software necessary for building, zoning and code enforcement, with all other terms and conditions remaining the same to support the daily operation activities, thereby preserving 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, on behalf of the Department of Building and Zoning Services (BZS) is hereby authorized to modify and renew an annual software maintenance and support contract with Bentley Systems, Inc. in the amount of $46,996.62, with a term period of April 24, 2011 through April 23, 2012. This modification includes an unbundle of software maintenance and support for eB CORE into support for the constituent applications included in eB Core, software subscriptions and reinstatements fees for the eB QuickLinks application, with a term period of February 6, 2011 to April 23, 2012, which encompasses an additional cost of $2,366.00, as well as an upgrade to the Bentley SELECT software maintenance and support with an additional cost of $4,743.62; total modification amount is $7,109.62.
SECTION 2. That the expenditure of $46,996.62 or so much thereof as may be necessary is hereby authorized to be expended from:
Division: 47-01| Fund: 514| Sub-fund: 240| OCA Code: 514240| OBJ Level 1: 03| OBJ Level 03: 3358 Amount: $30,547.80
Division: 47-01| Fund: 514| Sub-fund: 010| OCA Code: 440147| OBJ Level 1: 03| OBJ Level 03: 3358 Amount: $16,448.82
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 this agreement is being established in accordance with the sole source provisions of the Columbus City Code, Section 329.07.
SECTION 5. That this ordinance shall take effect and be in force from and after the earliest period allowed by law.