Explanation
BACKGROUND:
This legislation authorizes the Director of the Department of Technology to modify and extend a contract with Decade Software Company LLC, established through purchase order EL000490, for the annual renewal of maintenance and support services, on behalf of the Columbus Health Department, effective July 1, 2007 through June 30, 2008. The original contract was established by the Health Department in the amount of $135,000.00. This contract provides language that allows for renewals at the conclusion of the ending term.
The Envision Windows and the EnvisionConnect software application provides the Health Department the ability to operate the Environmental Health unit by providing an extensive array of services such as tracking and maintaining information associated with inspections, historical data of restaurants and other businesses, tracking sanitation standards data, vector control for mosquitoes, environmental reviews, accounts receivable/payable and billings as well as statistics and analysis regarding the Environmental Health unit.
Services provided include telephone support services, software maintenance, update training, upgrades and enhancements. Without this service the Health Department would lose the ability to operate the Environmental Health unit, which could result in the failure to meet requirements mandated by the State Of Ohio.
EMERGENCY: There is an immediate need to modify and extend a contract with Decade Software to maintain on-going support and to allow for uninterrupted daily operations.
FISCAL IMPACT: In fiscal year 2004, $43,260.00 was expended toward services provided by Decade Software for the Health Department. During fiscal year 2005, an amount of $64,910.00 was expended and $63,960.00 in fiscal year 2006, for related services. Previously this year, the Department expended $2,500.00 with Decade for software Envision Press Agent, an application related to the Envision application. For this contract modification funding is available within the 2007 Department of Technology's internal services fund. The cost associated with this contract period, from July 1, 2007 through June 30, 2008, is $78,300.00; bringing the aggregate contract total, including this modification, through the Department of Technology to $360,625.00.
CONTRACT COMPLIANCE: 770564825 Expires: 5/21/2008
Title
To authorize the Director of the Department of Technology to modify a contract with Decade Software Company LLC, for the Envision Windows software license and support services, on behalf of the Columbus Health Department; to authorize the expenditure of $78,300.00 from the Department of Technology's internal services fund; and to declare an emergency. ($78,300.00)
Body
WHEREAS, the Department of Technology, on behalf of the Columbus Health Department, needs to modify and extend a contract established by purchase order EL000490 for maintenance and support services for the Envisions Windows application; which the original contract provides language that allows for renewals at the conclusion of the ending term, and
WHEREAS, the Envisions Windows is a critical application that provides the Health Department the ability to operate the Environmental Health unit, which provides an extensive array of services, and
WHEREAS, without this contract the Columbus Health Department will loose the ability to meet reporting and licensing requirements mandated by the State of Ohio, thus losing the ability to operate the Environmental Health unit, and
WHEREAS, an emergency exists in the usual daily operation of the city in that it is immediately necessary to modify and extend a contract with Decade Software Company LLC, for the Envision Windows and EnvisionConnect software application license and support services 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 be and is hereby authorized to modify and extend a contract established by purchase order EL000490 with Decade Software Company LLC, for the Envision Windows software license and support services, on behalf of the Columbus Health Department.
SECTION 2: That the expenditure of $78,300.00 or so much thereof as may be necessary is hereby authorized to be expended from:
Division: 47-01|Fund: 514|Subfund: 010|OCA Code: 500147|Obj. Level 1:03|Obj. Level 3: 3369|Amount: $78,300.00
SECTION 3: 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.