Explanation
Ordinance No. 1817-2011, passed by Columbus City Council on November 23, 2011, authorized the Director of Finance and Management to enter into a service agreement with Lease Harbor, LLC for the provision of hosted real estate and lease management software services, support, and related services necessary for the administration of the City’s real property and lease portfolios for an initial one (1) year term with four (4) additional automatic one (1) year renewal terms, but each renewal is subject to appropriation of funds by Columbus City Council and certification of funds availability by the City Auditor. The fourth and final automatic one (1) year renewal term begins on December 15, 2015 and terminates on December 14, 2016.
The Real Estate Management Office (REMO) has researched available real estate and lease management software products and has determined that Lease Harbor, LLC’s Harbor Flex hosted software service remains the best product available to effectively and cost-efficiently meet the City’s requirements to administer its real property and lease information. Consequently, REMO desires to amend the current service agreement with Lease Harbor, LLC to add five (5) additional automatic one (1) year renewal terms with each renewal subject to appropriation of funds by Columbus City Council and certification of funds availability by the City Auditor.
This ordinance authorizes the Director of Finance and Management to expend $23,000.00 for the fourth automatic renewal term of the service agreement with Lease Harbor, LLC for the period from December 15, 2015 to December 14, 2016 and authorizes the Director of Finance and Management to execute those documents necessary to amend the current service agreement to add up to five (5) additional automatic one (1) year renewal terms.
Fiscal Impact: Funds are budgeted and available within the Department of Finance and Management Department, Real Estate Management Office 2015 General Fund budget.
Emergency Justification: Emergency action is requested to allow services to continue without interruption.
Title
To authorize the Director of Finance and Management to expend $23,000.00 for the fourth one (1) year renewal term of the service agreement with Lease Harbor, LLC; to amend the service agreement with Lease Harbor, LLC; and to declare an emergency. ($23,000.00)
Body
WHEREAS, the service agreement with Lease Harbor, LLC for the provision of web-based database management software, support, and related services for the administration of the City’s real property and lease portfolio was approved by Ordinance No. 1817-2011; and
WHEREAS, the service agreement provided for an initial one (1) year term with four (4) additional automatic one (1) year renewal terms with each term subject to appropriation of funds by Columbus City Council and certification of funds availability by the City Auditor; and
WHEREAS, funds are budgeted for and are available within the Department of Finance and Management, Real Estate Management Office, 2015 General Fund budget for the fourth renewal term of the service agreement; and
WHEREAS, it is necessary to authorize the expenditure of $23,000.00 for the fourth automatic one (1) year renewal term of the service agreement for the period December 15, 2015 through December 14, 2016; and
WHEREAS, the Real Estate Management Office (REMO) has researched available real estate and lease management software products and has determined that Lease Harbor, LLC’s Harbor Flex hosted software services remains the best product available to effectively and cost-efficiently meet the City’s requirements and desires to amend the current service agreement to add five (5) additional automatic one (1) year renewal terms with no increase in fees, each renewal being subject to appropriation of funds by Columbus City Council and certification of funds availability by the City Auditor: and
WHEREAS, an emergency exists in the usual daily operation of the City of Columbus, in that it is immediately necessary to authorize the Director of the Department of Finance and Management to expend funds for payment the service agreement and amend the software service agreement to ensure that service continues without interruption, for the immediate preservation of the public health, peace, property and safety; now, therefore;
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Director of Finance and Management be, and hereby is authorized to execute those documents necessary, as approved by the City Attorney’s Office, to amend the existing software service agreement to add the option for five (5) additional automatic one (1) year renewal terms, each renewal being subject to appropriation of funds by Columbus City Council and certification of funds availability by the City Auditor, and to expend up to $23,000.00 for payment of annual fees for the fourth renewal of the software service agreement for the period commencing December 15, 2015 and terminating December 14, 2016
SECTION 2. That the expenditure of up to $23,000.00, or so much as thereof that may be necessary in regard to the action authorized in Section 1, be and is hereby authorized and as follows:
Division: 45-51
Fund: 010
OCA Code: 450037
Object Level 1: 03
Object Level: 3: 3367
Amount: $23,000.00
SECTION 3. 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 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 its passage if the Mayor neither approves nor vetoes the same.