Explanation
BACKGROUND:
This legislation is to authorize the Director of the Department of Technology (DoT) to renew a software maintenance and support agreement with Lytrod Software, Inc. The original agreement (associated with purchase order EE004330) was established August 1, 2007, and provided software maintenance and support through December 31, 2007. The agreement was most recently renewed through purchase order ED036528, established June 19, 2008, providing maintenance and support through December 31, 2008. This renewal will enable DoT to pay back maintenance and support and extend support through December 31, 2012. The total cost for the renewal is $3,750.
Lytrod Proform Designer software is utilized by DoT in conjuction with its Xerox 4635 production printers to print utility bills and other forms for its City department customers. This software is necessary to ensure that printed documents are formatted correctly.
In previous years, the City has been able to purchase Lytrod maintenance and support by utilizing the informal bid process. However, DoT has now learned that Lytrod does not utilize resellers to provide maintenance and support for its software, so a past agreement with Columbus Lumber (purchase order EE007160) to provide support for January 1, 2009 to December 31, 2009 was not valid from the software manufacturer's perspective, as Columbus Lumber is not authorized to purchase maintenance and support on our behalf. Lytrod Software, Inc. has agreed to credit the City for the cost of 2009 support mistakenly paid to Columbus Lumber. Lytrod has also confirmed they are the sole source provider of maintenance and support for its software, so this ordinance is being submitted in accordance with the provisions of Sole Source procurement of the City of Columbus Code, Section 329.07.
EMERGENCY:
Emergency action is requested to expedite the agreement and ensure that the needed services are not delayed.
FISCAL IMPACT:
In 2008 the Department of Technology expended $1,250.00 with Lytrod Software Inc. for software maintenance and support. The cost associated with this year's software maintenance and support renewal is $3,750.00. Funds for this purchase have been identified and are available within the Department of Technology, Information Services Division, Internal Service Fund. The aggregate contract total amount including this renewal is $8,750.00.
CONTRACT COMPLIANCE:
Vendor: Lytrod Software Inc. C.C#: 68 - 0278419 Expiration Date: 10/6/2013
Title
To authorize the Director of the Department of Technology to renew a software maintenance and support service agreement with Lytrod Software Inc.; in accordance with the sole source provisions of the Columbus City Code; to authorize the expenditure of $3,750.00 from the Department of Technology, Information Services Division, Internal Service Fund; and to declare an emergency. ($3,750.00)
Body
WHEREAS, this legislation will authorize the Director of the Department of Technology (DoT), to renew a software maintenance and support agreement with Lytrod Software, Inc., for the coverage term period from January 1, 2009 through December 31, 2012, and
WHEREAS, the Lytrod Proform Designer software is utilized by DoT in conjuction with its Xerox 4635 production printers to print utility bills and other forms for its City department customers. This software is necessary to ensure that printed documents are formatted correctly, and
WHEREAS, this renewal is in accordance with the sole source provisions of the Columbus City Code, Section 329.07; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Technology in that it is immediately necessary for the Director of the Department of Technology to renew a software maintenance and support agreement with Lytrod Software, Inc., for the 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 (DoT) be and is hereby authorized to renew a software maintenance and support agreement with Lytrod Software Inc., in the amount of $3,750.00, for the coverage term period from January 1, 2009 through December 31, 2012.
SECTION 2: That the expenditure of $3,750.00 or so much thereof as may be necessary is hereby authorized to be expended from:
Dept./Div. 47-02| Fund 514| Sub-fund: 001| |OCA Code: 470202| Obj. Level 1: 03| Obj. Level 3: 3369| Amount: $3,750.00
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 this agreement is being established in accordance with the sole source provisions of the Columbus City Code, Section 329.07.
SECTION 5: That for the reasons stated in the preamble hereto, which is made part hereof, this ordinance is hereby declared 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.