Explanation
This ordinance authorizes the Director of the Department of Technology to modify an existing contract with vCloud Tech Inc. for the Absolute (formerly Netmotion) additional software maintenance and support services for the city's Absolute mobility solution and software licenses.
Ordinance 1219-2022 authorized the Director of the Department of Technology to enter into contract for the purchase of the city’s Absolute mobility solution and software licenses in the amount of $82,767.00. The original contract term was for one year, from September 30, 2022, to September 29, 2023. The original contract also included two additional one-year renewal options. Ordinance 2174-2023 authorized the first renewal in the amount of $89,722.95. Ordinance 1950-2024 authorized $5,273.52 for additional licenses, and $80,471.52 to renew the contract through August 20, 2025.
This ordinance authorizes the Director of the Department of Technology to modify the contract to add additional licenses in the amount of $81,110.00 for the period of twelve (12) months from the receipt of a confirmed purchase order.
1.1 Amount of additional funds to be expended
The original contract amount: $82,767.00 (PO346630, Ord.1219-2022)
Optional renewal #1: $89,722.95 (PO405997, Ord. 2174-2023)
Optional renewal #2: $80,471.52 (PO459845, Ord. 1950-2024)
Modification #1: $5,273.52 (PO459845, Ord. 1950-2024)
Modification #2: $81,110.00 (This ordinance)
TOTAL RENEWALS AND MODIFICATIONS: $339,344.99
1.2 Reasons additional goods/services could not be foreseen
This is an unplanned modification to accommodate additional licenses for new users.
1.3 Reason other procurement processes are not used
It was decided that it is in the best interest of the city to modify the existing contract to include the additional licenses.
1.4 How cost of modification was determined
An estimate was received from the vendor and is consistent with expected pricing.
CONTRACT COMPLIANCE
Vendor Name: vCloud Tech Inc.
Vendor Acct/CC #: 012179
Expiration Date: 4/19/2026
FISCAL IMPACT
Funds are budgeted and available within the Department of Technology Information Services Operating Budget, direct charge allocations, for the abovementioned purpose.
EMERGENCY DESIGNATION
Emergency action is requested to ensure timely payment for these services to prevent a service interruption.
Title
To authorize the Director of the Department of Technology to modify an existing contract with vCloud Tech Inc. for Absolute annual software maintenance and support services for the city's Absolute mobility solution and software licenses; to authorize the expenditure of up to $81,110.00 from the Department of Technology Information Services Operating Budget; and to declare an emergency. ($81,110.00)
Body
WHEREAS, ordinance 1219-2022 authorized the Director of the Department of Technology to enter into contract for the purchase of the Absolute mobility solution and software licenses with vCloud Tech Inc. in the amount of $82,767.00 for a period of one year, from September 30, 2022, through September 29, 2023, with two optional one-year renewals; and
WHEREAS, ordinance 2174-2023 authorized the first optional renewal of the aforementioned contract from September 30, 2023, through September 29, 2024, at a cost of $89,722.95; and
WHEREAS, ordinance 1950-2024 authorized the second optional renewal and an addition of licenses at a cost of $85,745.04; and
WHEREAS, this ordinance authorizes modifying the aforementioned contract by adding additional licenses at a cost of $81,110.00 for a term of one year from a confirmed purchase order; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Technology in that it is immediately necessary to authorize the Director to modify a contract with vCloud Tech Inc., for the Absolute mobility solution and software licenses contract to ensure timely payment for these services to prevent a service interruption, thereby preserving the public health, safety, property, 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 modify an existing contract with vCloud Tech Inc. for the Absolute mobility solution and software licenses, the term of which will be for twelve (12) months from the date of a confirmed purchase order by the City Auditor’s Office in the amount of $81,110.00.
SECTION 2. That the total expenditure of up to $81,110.00, or so much thereof as may be necessary, is hereby authorized to be expended as shown in the attachment to this ordinance. (Please see attachment 3432-2024 EXP)
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 the funds necessary to carry out the purpose of this ordinance are hereby deemed appropriated, and the City Auditor shall establish such accounting codes as necessary.
SECTION 5. 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 approves nor vetoes the same.