Explanation
BACKGROUND:
The Department of Technology, on behalf of the Building Services Division (One Stop Shop) and the Neighborhood Services Division, has an immediate need to upgrade/convert their existing Altris eB imaging application to the newest version provided by Enterprise Informatics. The vendor will no longer support the software version currently in use by Building Services & Neighborhood Services, and failure to transition to the newer version will place in jeopardy all documents that are currently stored in the system. Services the vendor will provide are: installation, design study, migration, configuration, project management and training. This agreement supports the imaging software used to create a central repository for all information, including scanned images of drawings, building plans, building permit application information, building cards, occupancy certificates and violation photographs to property records that are necessary for building and zoning code enforcement.
This ordinance authorizes the Director of the Department of Technology, on behalf of the Building Services Division (One Stop Shop) and the Neighborhood Services Division, to modify a contract with Enterprise Informatics to continue to provide the services identified above with the existing Altris eB imaging application in accordance with sole source provisions, of Section 329 of the Columbus City Code; as it has been determined that Enterprise Informatics is the developer and owner of the software and is therefore the sole source provider for software license and maintenance of the said software.
FISCAL IMPACT:
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. Earlier this year (2008) $39,897.00 was expended for related services provided by Enterprise Informatics. Funding has been identified within the Department of Technology's Internal Service Fund; for the Building Services Division and Neighborhood Services Division; This modification is in the amount of $36,150.00. The aggregate contract total, including this modification is $241,286.00.
EMERGENCY DESIGNATION:
Emergency designation is being requested to allow immediate updates to continue with services that are necessary to support daily operational activities and to ensure continuous service without interruption.
CONTRACT COMPLIANCE:
Vendor Name: Enterprise Informatics CC#/F.I.D#: 95-3634089 Expiration Date: 11/13/2010
Title
To authorize the Director of the Department of Technology, on behalf of the Building Services Division and the Neighborhood Services Division, to upgrade/convert the existing software to the newest version provided by Enterprise Informatics in accordance with sole source provisions of the Columbus City Code; to authorize the expenditure of $36,150.00 from the Department of Technology Information Services Fund; and to declare an emergency. ($36,150.00)
Body
WHEREAS, the Department of Technology, on behalf of the Divisions of Building Services and Neighborhood Services, has an immediate need to upgrade/convert their software to the newest release provided by Enterprise Informatics, and
WHEREAS, this agreement provides installation, design study, migration, configuration, upgrades, project management, training 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, in accordance with sole source provisions of Section 329 of the Columbus City Code, Enterprise Informatics is the developer/owner of the software and is therefore the sole source for software license and maintenance of the said software; and
WHEREAS, an emergency exists in the usual daily operation of the City of Columbus, Department of Technology, in that it is immediately necessary to upgrade/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 upgrade/renew a software support and maintenance agreement, on behalf of the Divisions of Building Services and the Neighborhood Services, provided by Enterprise Informatics.
SECTION 2: That the expenditure of $36,150.00 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: $36,150.00
SECTION 3: That the request to modify and extend a contract with Enterprise Informatics is in accordance with Section 329.07(e) (Sole Source Procurement) of the Columbus City Code.
SECTION 4: 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 5: That for the reasons stated in the preamble hereto, which is hereby made a part hereof, this ordinance is declared to be an emergency measure and shall take effect and be in force from and after the passage and approval by the Mayor, or ten days after the passage if the Mayor neither approvers nor vetoes the same.