Explanation
This ordinance authorizes the Director of the Department of Technology to modify and renew an existing contract with vCloud Tech Inc. for the Absolute (formerly Netmotion) annual software maintenance and support services for the City's Absolute mobility solution and software licenses.
Ordinance 1219-2022 authorized the Director of the Department of Technology to enter into contract for the purchase of the City’s Absolute mobility solution and software licenses in the amount of $82,767.00. The original contract term was for one year, from September 30, 2022 to September 29, 2023. The original contract also included two additional one-year renewal options. The first renewal was authorized by Ordinance 2174-2023 in the amount of $89,722.95.
This ordinance authorizes the Director of the Department of Technology to renew the contract for the second and final time in the amount of $80,471.52 for a period of one year, from September 30, 2024 through September 29, 2025 August 20, 2025. It also authorizes modifying the contract in the amount of $5,273.52 for additional licenses. The modification will be effective with a confirmed purchase order by the City Auditor’s Office through September 29, 2024. The subsequent renewal will then include the licenses added via the modification.
Finally, this ordinance authorizes the total expenditure of up to $85,745.04 for the above-described purpose.
1.1 Amount of additional funds to be expended
The original contract amount: $82,767.00 (PO346630, Ord.1219-2022)
Optional renewal #1: $89,722.95 (PO405997, Ord. 2174-2023)
Optional renewal #2: $80,471.52 (Ord. 1950-2024)
Modification No. 1: $5,273.52 (Ord 1950-2024)
TOTAL RENEWALS AND MODIFICATIONS: $258,234.99
1.2 Reasons additional goods/services could not be foreseen
This is an unplanned modification to accommodate additional licenses for new users.
1.3 Reason other procurement processes are not used
It was decided that it is in the best interest of the City to modify the existing contract to include the additional licenses.
1.4 How cost of modification was determined
An estimated was received from the vendor and is consistent with expected pricing.
CONTRACT COMPLIANCE
Vendor Name: vCloud Tech Inc.
Vendor Acct/CC. #: 012179
Expiration Date: 4/19/2026
FISCAL IMPACT
Funds are budgeted and available within the Department of Technology’s Information Services Operating Budget, direct charge allocations for the abovementioned purpose.
EMERGENCY DESIGNATION
Emergency action is requested to ensure payment for these services can continue to prevent a service interruption.
Title
To authorize the Director of the Department of Technology to modify and renew an existing contract with vCloud Tech Inc. for Absolute annual software maintenance and support services for the City's Absolute mobility solution and software licenses; to authorize the expenditure of up to $85,745.04 from the Department of Technology’s Information Services Operating Budget; and to declare an emergency. ($85,745.04)
Body
WHEREAS, Ordinance 1219-2022 authorized the Director of the Department of Technology to enter into contract for the purchase of the Absolute mobility solution and software licenses with vCloud Tech Inc. in the amount of $82,767.00 for a period of one year, from September 30, 2022 through September 29, 2023, with two optional one-year renewals; and
WHEREAS, Ordinance 2174-2023 authorized the first optional renewal of the aforementioned contract from September 30, 2023 through September 29, 2024 at a cost of $89,722.95; and
WHEREAS, this ordinance also authorizes modifying the aforementioned contract by adding additional licenses at a cost of $5,273.52; and
WHEREAS, the term of the noted modification will start on the date of a confirmed purchase order by the City Auditor’s Office through September 29, 2024; and
WHEREAS, to align the expiration of new and renewed licenses with the expiration of Cares Act licenses with, this ordinance authorizes the second and final renewal of the aforementioned contract, from September 30, 2024 through September 29, 2025 August 20, 2025, at a cost of $80,471.52, inclusive of licenses added via the above-mentioned modification; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Technology in that it is immediately necessary to authorize the Director to renew and modify a contract with vCloud Tech Inc., for the Absolute mobility solution and software licenses contract to ensure timely payment for these services to prevent a service interruption, thereby preserving the public health, safety, property, 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 an existing contract with vCloud Tech Inc. for the Absolute mobility solution and software licenses, the term of which will begin on the date of a confirmed purchase order by the City Auditor’s Office through September 30 29, 2024 in the amount of $5,273.52.
SECTION 2. That the Director of the Department of Technology be and is hereby authorized to renew an existing contract with vCloud Tech Inc. for the Absolute mobility solution and software licenses for a period of one year, from September 30, 2024 through September 29, 2025 August 20, 2025 in the amount of $80,471.52.
SECTION 3. That the total expenditure of up to $85,745.04, or so much thereof as may be necessary, is hereby authorized to be expended as shown in the attachment to this ordinance. (Please see attachment 1950-2024 EXP)
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 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 6. 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.