..Explanation
In December 2001, Council passed ordinance 2058-2001 which authorized the City Clerk to enter into contract with Daystar Computer Systems, Inc. for the installation of Legistar for legislative tracking software. The Legistar system is the city's established citywide electronic system for writing and submitting legislation, creating and maintaining Council Agendas and Journals, recording Council votes, and assisting in the production of the City Bulletin. Since the inception of this system, the City has seen a great benefit to using the application, which has translated into real dollar savings totaling over $120,000 per year for the City Clerk's office alone.
Enhancements to Legistar Version 4.8, which is currently being used by the City, are no longer offered by Daystar Computer Systems, Inc. As a result, the City has been experiencing a series of compatibility issues with other software. Therefore, it is necessary to upgrade to the city's software in order to avoid an interruption in City business. The conversion to L5, which is the upgrade to the current system used by the City, offers enhancements, support, increased functionality and better security.
This ordinance will authorize the City Clerk to modify the existing contract with Daystar Computer Systems, Inc. for Legistar 5 which is accessible from anywhere on the internet, enhancing City Council's efforts for transparency and efficiency in government.
EMERGENCY DESIGNATION: Emergency Action is necessary to ensure that this needed upgrade take place at a time of minimal disruption to the city's daily use of this system.
FISCAL IMPACT: Funds for this expenditure are available within the unallocated balance of the General Permanent Improvement Fund. An appropriation and transfer of said funds are necessary, as is an amendment to the 2011 Capital Improvement Budget.
Title
To amend the 2011 Capital Improvement Budget, to authorize the appropriation and transfer $69,950.00 within the General Permanent Improvement Fund, to authorize the City Clerk to modify an existing contract with Daystar Computer Systems, Inc. for the purchase of upgraded software to replace software no longer supported by the contactor for Legistar, the city's established citywide electronic system for creating and submitting legislation in accordance with sole source provisions of the Columbus City Codes, to authorize the expenditure of $69,950.00 from the General Permanent Improvement Fund, and to declare an emergency. ($69,950.00) (AMENDED BY ORDINANCE 2246-2011 PASSED 12/05/2011)
Body
WHEREAS, in December 2001, the City entered into a contract with Daystar Computer Systems, Inc. for the planning, design and installation of the Legistar software application, and
WHEREAS, the duties of the City Clerk include receiving, processing and maintaining all legislation submitted to her office for consideration by City Council, and
WHEREAS, the City Clerk desires to modify this contract with Daystar Computer Systems, Inc. for the conversion to the L5 upgrade of Legistar, the city's established citywide electronic system for creating and submitting legislation, creating and maintaining Council Agendas and Journals, recording Council votes, and assisting in the production of the City Bulletin, and
WHEREAS, the City has seen a great benefit to using the application and has translated into real dollar savings totaling over $120,000 per year for the Clerk's Office alone,
WHEREAS, all City departments and offices have benefited greatly from using the application and have realized considerable time savings in processing legislation, and
WHEREAS, modifying said contract with Daystar will allow the City to convert to L5, receive additional enhancements and support and make ordinances and other acts of city government accessible from anywhere on the internet enhancing City Council's efforts for transparency and efficiency in government, and
WHEREAS, the Legistar software is proprietary and requires unique support and maintenance that is offered by a sole-source provider, Daystar Computer Systems, Inc., and
WHEREAS, an amendment to the 2011 Capital Improvement Budget, as well as an appropriation and transfer of funds within the General Permanent Improvement Fund, are necessary, and
WHEREAS, an emergency exists in the daily operation of the City Clerk's Office in that it is immediately necessary to enter into a service contract with Daystar Computer Systems, Inc., thereby preserving 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 2011 Capital Improvement Budget be amended as follows:
Fund 748
Project Name| Project No.|Current Authority|Revised Authority
Unallocated Balance | 748999-100000| $358,067| $287,109
Legislative Tracking System |200015-100000| $0| $69,950
SECTION 2. That the City Auditor is hereby authorized to appropriate $69,950.00 within the unallocated balance of the General Permanent Improvement Fund ,748, Dept. No 45-01, Project 748999, OCA 643114, Object Level One- 06.
SECTION 3. That funds need to be transferred within the General Permanent Improvement Fund, Fund 748 as follows:
From:
Dept 45-01, Project 748999-100000, OCA 643114, Obj Lvl One- 06, Amount $69,950.00
To:
Dept 20-01, Project 200015-100000, OCA 200015, Obj Lvl One-06, Object Level Three 6649, Amount $69,950.00
SECTION 4. That the City Clerk be and is hereby authorized to modify the existing agreement with Daystar Computer Systems, Inc. for the purchase of Legistar 5, the upgraded software to replace software no longer supported by the contactor.
SECTION 5. That the sum of $69,950.00, or so much thereof as may be needed for the actions authorized in Section 4, be and hereby is authorized to be expended from Dept. 20-01, Fund 748, Project 200015-100000, OCA 200015, Object Level One -06, Object Level Three-6649.
SECTION 6. That the City Auditor is authorized to make any account code changes, appropriations, and transfers of funds as is necessary to carry out the purposes of this ordinance.
SECTION 7. That this modification is in accordance with Section 329 (Sole Source Procurement) of the Columbus City Codes.
SECTION 8. 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 its passage and approval by the Mayor, or ten days after passage if the Mayor neither proves nor vetoes the same.