...Explanation
BACKGROUND: The City's current real estate portfolios, real property inventory and leases, are administered in a web-based, fully supported, secure, and fully redundant hosted software service (Harbor Flex) that was originally authorized by Council in December 2006 to replace an inflexible, outdated, hardware-based system that had frequent maintenance issues and was not serving the City's needs. The City's current Service Agreement with Lease Harbor LLC for Harbor Flex hosted software services has no remaining renewal options. Therefore, a new service agreement is now required. The cost of Harbor Flex hosted services has remained unchanged since 2006. Again this year, research and analysis of available real estate and lease management software was conducted. Several products (Asset Management Technologies, Virtual Premise, and ProLease) were explored and compared with Lease Harbor LLC's Harbor Flex hosted software services. The Harbor Flex product remains the only product that effectively and cost-efficiently meets the City's requirements to retain, manage, monitor, analyze, and administer its real property and lease information in a single data source.
This ordinance authorizes the Director of Finance & Management to enter into a new Service Agreement with Lease Harbor LLC to provide hosted real estate and lease management software services, support, and related services for a one-year term and with four (4) automatic renewal options, each one-year in length and subject to appropriation of funds by City Council and certification of funds availability by the City Auditor.
Lease Harbor LLC, has a Contract Compliance Number of 36-4352999 that expires 9/28/13.
This service agreement is in accordance with the provisions of Sole Source Procurement, Section 329.07 of the Columbus City Codes.
Fiscal Impact: Funds were budgeted and are available within the Finance and Management 2010 General Fund Budget.
...Title
To authorize the Finance and Management Director to enter into a service agreement with Lease Harbor LLC for the provision of hosted software services, support, and related services for the administration of the City's real property and lease portfolios in accordance with sole source provisions of the Columbus City Codes; and to authorize the expenditure of $23,000.00 from the Department of Finance and Management General Fund ($23,000.00).
...Body
WHEREAS, this legislation authorizes the Finance and Management Director to enter into a service agreement with Lease Harbor LLC for the provision of hosted software, support, and related services for the administration of the City's real property and lease portfolios for a one-year term and with four (4) automatic renewal options, each one-year in length and subject to the appropriation of funds by City Council and certification of funds availability by the City Auditor; and
WHEREAS, this hosted software system will allow for the continued storage of records, tracking, and reporting of the City's real property data and leases and provide the necessary tools in relation to meeting the asset management goals of the City; and
WHEREAS, funding is available in the Department of Finance and Management General Fund Budget for this service lease of a database management software system, support, and related services; and
WHEREAS, in accordance with sole source provisions of the Columbus City Codes [329.07 (e)], only Lease Harbor LLC, can provide necessary services; 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 service agreement with Lease Harbor LLC for the continued provision of web-based database management software, support, and related services for the administration of the City's real property and lease portfolios for a one-year term beginning December 15, 2011 and contain four (4) automatic one-year renewal options, each subject to appropriation of funds by City Council and certification of funds availability by the City Auditor.
SECTION 2. That this service agreement contract is in accordance with Section 329.07 (Sole Source Procurement) of the Columbus City Codes.
SECTION 3. That the expenditure of $23,000.00 or so much thereof as may be necessary is hereby authorized to be expended from the Department of Finance and Management, Administrative Division, Division No. 45-51, Fund 010, OCA 450037, Object Level One 03, Object Level Three 3367.
SECTION 4. That the City Auditor is authorized to make any accounting changes necessary to ensure that this contract is properly accounted for and recorded accurately on the City's financial record. The City Auditor is authorized to make any changes to revise the funding source for any contract or contract modification associated with this ordinance.
SECTION 5. That this ordinance shall take effect and be in force from and after the earliest period allowed by law.
.