Explanation
Background:
This legislation authorizes the Finance and Management Director to modify a Service Agreement for the Real Estate Management Office by extending an agreement with Lease Harbor, LLC for Harbor Flex, a web-based real estate lease and property inventory database management software system for the administration of the City's real property and lease portfolio.
The original Service Agreement with Lease Harbor, LLC was authorized in the amount of $25,800 by Ordinance 1899-2006, passed November 22, 2006. At that time, research and analysis of available real estate management software from five different firms was conducted to determine which software and firm could best meet the City's requirements for inventory, lease tracking and notification, report generation, security, and support. Lease Harbor, LLC's Harbor Flex software was the only software that could meet the City's requirements and the Service Agreement was entered in accordance with the sole source provisions of the Columbus City Codes.
The Service Agreement provided for conversion of the City's existing data records, storage of the City's records in the Harbor Flex online database, as well as training and software support. It was modified by Ordinance 1783-2007, passed November 11, 2007, in the amount of $24,400 for the second year of web-based database management, software, and training support. Research and analysis was again conducted this year to determine whether Harbor Flex continues to be the best option for the management of the City's real property and lease portfolio. Four service offerings were compared with Harbor Flex. Harbor Flex continues to be the best system to meet the City's needs for inventory and lease tracking, report generation, and security of data, at a set price schedule. The modification authorized by this ordinance will allow the Director of Finance and Management to extend the web hosting and software support for an additional year (12/01/2008 to 12/31/2009). It is impractical to bid these services, as no other company can provide server hosting and software support for the City records built in Harbor Flex and the cost of retranslating all of the City records is labor intensive and costly.
Fiscal Impact: The amount of this modification is $23,000.00. The Service Agreement was originally authorized by Ordinance 1899-2006 ($25,800) and modified by Ordinance 1783-2007 ($24,400). Upon passage of this ordinance, the total cost of this Service Agreement will be $73,200.00. Funding is available in the 2008 General Fund budget. It will be necessary to transfer the appropriation from two other Finance and Management OCA Codes to the Real Estate Management OCA Code because money originally budgeted for the Lease Harbor project has been encumbered for land surveying at the Columbus Regional Airport Authority, as authorized by Ordinance 1733-2008. All of the necessary funds for this project and the aiport survey were projected in the Third Quarter Financial Review.
Contract Compliance Number: 36-4352999, Expiration 06/18/2009
Title
To authorize the transfer of appropriation authority within the Finance and Management General Fund; to authorize the Finance and Management Director to modify and extend a Service Agreement for the Real Estate Management Office with Lease Harbor, LLC, for Harbor Flex, a web-based hosting and database management software, support, and related services for the administration of the City's real property and lease portfolio; and to authorize the expenditure of $23,000.00 from the Genearl Fund. ($23,000.00)
Body
WHEREAS, Ordinance 1899-2006, passed November 22, 2006, authorized the Finance and Management Director to enter into a Service Agreement with Lease Harbor, LLC for Harbor Flex, a web-based real estate lease and property inventory database system for the administration of the City's real property and lease portfolio; and
WHEREAS, it is necessary for the Finance and Management Director to extend said Service Agreement with Lease Harbor, LLC for an additional year for Harbor Flex, a real estate lease and property inventory database system for the administration of the City's real property and lease portfolio; and
WHEREAS, it is neccesary to transfer appropriation authority from Construction Managment and Finance Director's Office OCA Codes to the Real Estate Managment OCA Code, and
WHEREAS, it is immediately necessary to authorize the Finance and Management Director to extend a Service Agreement with Lease Harbor, LLC for software support and server hosting for Harbor Flex, a real estate lease and property inventory database system for the administration of the City's real property and lease portfolio, so that proper management of city real property and lease records is maintained; now, therefore:
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. The City Auditor is herby authorized and directed to transfer funds within the General Fund as follows:
FROM:
Dept/Div: 45-50|Fund: 010|OCA Code 450035 |OL31: 03 |OL3: 3293 |Amount $99.00
Dept/Div: 45-50|Fund: 010|OCA Code 450035 |OL31: 03 |OL3: 3295 |Amount $110.00
Dept/Div: 45-50|Fund: 010|OCA Code 450035 |OL31: 03 |OL3: 3303 |Amount $2677.56
Dept/Div: 45-50|Fund: 010|OCA Code 450035 |OL31: 03 |OL3: 3320 |Amount $1500.00
Dept/Div: 45-50|Fund: 010|OCA Code 450035 |OL31: 03 |OL3: 3323 |Amount $150.00
Dept/Div: 45-50|Fund: 010|OCA Code 450035 |OL31: 03 |OL3: 3329|Amount $100.00
Dept/Div: 45-50|Fund: 010|OCA Code 450035 |OL31: 03 |OL3: 3332 |Amount $276.00
Dept/Div: 45-50|Fund: 010|OCA Code 450035 |OL1: 03 |OL3: 3333|Amount $1207.39
Dept/Div: 45-50|Fund: 010|OCA Code 450050 |OL1: 03 |OL3: 3352|Amount $5,000.00
Dept/Div: 45-50|Fund: 010|OCA Code 450050 |OL1: 03 |OL3: 3352|Amount $4,000.00
Dept/Div: 45-50|Fund: 010|OCA Code 450050 |OL1: 03 |OL3: 3381 |Amount $1,750.16
Dept/Div: 45-50|Fund: 010|OCA Code 450050 |OL1: 03 |OL3: 3295 |Amount $300.00
Dept/Div: 45-50|Fund: 010|OCA Code 450050 |OL1: 03 |OL3: 3317 |Amount $100.00
Dept/Div: 45-50|Fund: 010|OCA Code 450050 |OL1: 03 |OL3: 3320 |Amount $1,000.00
Dept/Div: 45-50|Fund: 010|OCA Code 450050 |OL1: 03 |OL3: 3323 |Amount $260.00
Dept/Div: 45-50|Fund: 010|OCA Code 450050 |OL1: 03 |OL3: 3329 |Amount $200.00
Dept/Div: 45-50|Fund: 010|OCA Code 450050 |OL1: 03 |OL3: 3332 |Amount $429.97
Dept/Div: 45-50|Fund: 010|OCA Code 450050 |OL1: 03 |OL3: 3358 |Amount $1,000.00
TO:
Dept/Div: 45-51|Fund: 010|OCA Code 450037|OL3: 3367 |Amount $20,160.08
SECTION 2. That the Finance and Management Director is hereby authorized to extend a Service Agreement on behalf of the Real Estate Management Office, with Lease Harbor, LLC for Harbor Flex, a web-based real estate lease and property inventory database system for the administration of the City's real property and lease portfolio.
SECTION 3. That the expenditure of $23,000.00, or so much thereof that may be necessary in regard to the action authorized in SECTION 1, be and is hereby authorized and approved as follows:
Division: 45-51
Fund: 010
OCA Code: 450037
Object Level 1: 03
Object Level 3: 3367
Amount: $23,000.00
SECTION 4. That this Ordinance shall take effect and be in force from and after the earliest period allowed by law.