Explanation
BACKGROUND: The City's current real property inventory and lease inventory is contained in outdated Lotus Approach 97 software that is no longer supported by the Department of Technology. The current database system has frequent maintenance issues. These maintenance issues have become increasingly difficult to resolve and result in the inventory and lease data being inaccessible for several days at a time. In addition, the Lotus Approach 97 software does not have the security features, notification, and reporting features needed to efficiently and accurately manage the City's real estate assets and cannot be upgraded to meet these needs. This ordinance authorizes the Director of Finance & Management to enter into a Service Agreement with Lease Harbor LLC to provide online real estate and lease database management software service, records conversion, support, and related services.
Research and analysis of available real estate and lease management software was conducted. The software reviewed included Lease Harbor, Intuit Real Estate Solutions, Asset Management Technologies, Virtual Premise, and ProLease. Lease Harbor LLC was the vendor that could best meet all of the City's requirements for inventory, lease tracking, report generation, and security at a set price schedule. This ordinance authorizes the Finance and Management Director to enter into a Service Agreement of database management system, support, and related services with Lease Harbor LLC, Contract Compliance 36-4352999 - expires 9/15/08
This contract is in accordance with the provisions of Sole Source Procurement, Section 329 of the Columbus City Codes.
Fiscal Impact: The cost of the service agreement, including conversion of the existing data records and support, is $25,800.00 for a twelve month period. Funds are available within the Finance & Management Department General Fund budget for an online real estate and lease database management software service, support, and related services database management software system, records conversion, support and related services.
Emergency action is requested in order to expedite the delivery of services, in order to implement the database management system for the City.
Title
To authorize the Finance and Management Director to enter into a service agreement with Lease Harbor LLC for the lease of database management software system, support and related services with Lease Harbor LLC in accordance with sole source provisions of the Columbus City Codes; to authorize the expenditure of $25,800.00 from the Department of Finance and Management General fund; and to declare an emergency ($25,800.00).
Body
WHEREAS, this legislation will authorize the Finance and Management Director to enter into a contract with Lease Harbor LLC for the lease of an online real estate and lease database management software service, records conversion, support, and related services; and
WHEREAS, this system will allow for the storage, tracking and reporting of the City properties and provide the necessary tools for overall enhanced performance in relation to meeting the goals of the City; and
WHEREAS, funding is available in the Department of Finance and Management General Fund Budget for the lease of a database management software system, support, and related services; and
WHEREAS, in accordance with sole source provisions of the Columbus City Codes, only Lease Harbor LLC, can provide necessary services;
WHEREAS; an emergency exists in the usual daily operation of the City of Columbus in that it is immediately necessary to authorize the Finance and Management Director to enter into a service agreement for the lease of Lease Harbor, LLC online real estate and lease database management software system, records conversion, support, and related services, 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 of the Finance and Management Director be and is hereby authorized to enter into a contract with Lease Harbor LLC for the lease of database management software, system, support and related services in an amount not to exceed $25,800.00.
SECTION 2. That this contract is in accordance with Section 329.07 (Sole Source Procurement) of the Columbus City Codes.
SECTION 3. That the expenditure of $25,800.00 or so much thereof as may be necessary is hereby authorized to be expended as follows from the Department of Finance and Management, Administrative Division, Division No. 45-50, Fund 010, OCA 450035, Object Level One 03, Object Level Three 3367.
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 approves nor vetoes the same.