Explanation
BACKGROUND: The Department of Technology, on behalf of Building Services Division (One Stop Shop) and Neighborhood Services Division, has an immediate need to renew an annual maintenance and support software agreement with Enterprise Informatics, formerly known as Spescom Software, for software support, telephone support and upgrades; in accordance with the original agreement that provided language allowing for future modifications. This agreement supports the imaging software used to create a central repository for all information, including scanned images of drawings, building plans, building permit information and application, building cards, occupancy certificates and violation photographs to property records that are necessary for building and zoning code enforcement.
This ordinance will provide for the change of the company name, as the Federal Identification (FID) number remained the same, for contracts and purchase orders established with Spescom Software. This ordinance will authorize the assignment of open, past and present contracts between the City of Columbus with Spescom Software, FID 95-3634089 to Enterprise Informatics, with the same FID 95-3634089; with the contract compliance expiring 03/23/2008.
Also, this ordinance authorizes payment of the annual maintenance, associated with the software, with the coverage period from February 24, 2008 through April 30, 2009.
FISCAL IMPACT: During fiscal year 2005, $25,691.00 was expended for this service for the period of February 24, 2005 through February 24, 2006. During fiscal year 2006, $28,261.00 was expended for related services and in fiscal year 2007, the amount of $31,088.00 was expended. Funding for the coverage period of February 24, 2008 through April 30, 2009, has been identified within the Department of Technology's 2008 Internal Service Fund; for the Building Services and Neighborhood Services Divisions; to cover the cost of this year's service agreement, for a one time fourteen month period to better align the service contract period in accordance with the passage of the City's budget, this modification is in the amount of $39,897.00. The aggregate contract total, including this modification is $205,136.00.
EMERGENCY: Emergency designation is being requested to immediately facilitate prompt payment; to continue with services that are necessary to support daily operation activities; to ensure no service interruption.
CONTRACT COMPLIANCE: 953634089 Expires: 03/23/2008
Title
To authorize the Director of the Department of Technology to renew the software maintenance and support agreement with Enterprise Informatics on behalf of the Building Services and Neighborhood Services Divisions, to authorize the expenditure of $39,897.00 from the Department of Technology Information Services Fund, and to declare an emergency. ($39,897.00)
Body
WHEREAS, the Department of Technology, on behalf of the Divisions of Building Services and Neighborhood Services, has an immediate need to renew the software and maintenance service agreement with Enterprise Informatics, and
WHEREAS, this agreement provides new releases, telephone support and upgrades, and supports the imaging software used to create a central repository for all information, such as scanned images of drawings, building plans, building permit information and application, building cards, occupancy certificates and violation photographs to property records necessary for building and zoning code enforcement, and
WHEREAS, funding in the amount of $39,897.00 has been identified and available in the 2008 Department of Technology's budget for Building Services and Neighborhood Services within the internal service fund to cover the cost of this service agreement, and
WHEREAS, this ordinance will provide for the change of the company name, as the Federal Identification (FID) number remained the same, for contracts and purchase orders established with Spescom Software. This ordinance will authorize the assignment of open, past and present contracts between the City of Columbus with Spescom Software, FID 95-3634089 to Enterprise Informatics, with the same FID 95-3634089, and
WHEREAS, the coverage period for this agreement is from February 24, 2008 through April 30, 2009, and
WHEREAS, an emergency exist in the usual daily operation of the Department of Technology, in that it is necessary to renew the software and maintenance service agreement with Enterprise Informatics that provides new releases, telephone support and upgrades, for the immediate 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 be and is hereby authorized to renew a software support and maintenance agreement, on behalf of Building Services and Neighborhood Services, provided by Enterprise Informatics.
SECTION 2: That the expenditure of $39,897.00 or so much thereof as may be necessary is hereby authorized to be expended from:
Div.: 47-01|Fund: 514|SubFund: 240|OCA Code: 514240|Obj. Level 1: 03|Obj. Level 3: 3369|Amount: $25,933.05
Div.: 47-01|Fund: 514|SubFund: 010|OCA Code: 440147|Obj. Level 1: 03|Obj. Level 3: 3369|Amount: $13,963.95
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 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 approved nor vetoes the same.