Explanation
This ordinance authorizes the Director of the Department of Technology (DoT), to enter into contract with Software House International (a.k.a., SHI) for the purchase of various Adobe products. Various city departments depend upon Adobe products for enhanced efficiency and communications.
Adobe is best known for its Photoshop image editing software, Acrobat Reader and Acrobat Portable Document Format (PDF), and Adobe Creative Suite, as well as its successor Adobe Creative Cloud. City agencies benefitting from the use the Adobe products via the above-described Master Cloud Service Agreement, include, but are not limited to DoT, Human Resources, Building and Zoning, Public Service and Public Utilities.
The Department of Technology solicited bids from resellers via the State Master Cloud Service Agreement -- MCSA0016 for the above-described products. Only two vendors responded - Software House International and Brown Enterprise Solutions. DoT recommends that the bid be awarded to SHI in the amount of $162,476.21. Of this total, $124,161.51 will be used to purchase 688 licenses for various products. The balance of $38,314.70 are contingency funds in the event additional licenses are needed. The term of the of the contract will be for one year, from March 30, 2022 to March 29, 2023. This ordinance also authorizes the expenditure of up to $162,476.21 for the purchase of the above-described Adobe products.
Finally, because only two bids were received, the Department requests waiver of the relevant sections of Chapter 329 of Columbus City Codes pertaining to competitive bidding.
FISCAL IMPACT:
Funds for the above-mentioned purchases are available and budgeted in the 2022 Information Services operating budget, as noted in the attachment to this ordinance (see attachment 0766-2022EXP).
EMERGENCY DESIGNATION:
Emergency action is requested to ensure continued access to Adobe products.
CONTRACT COMPLIANCE:
Vendor Name: SHI
CC#: 90-0353698 Expiration Date: 12/31/2023
DAX Vendor Acct.: # 010668
Title
To authorize the Director of the Department of Technology to enter into contract with Software House International for the procurement of various Adobe software application products for the Department of Technology and various other city agencies; to waive relevant provisions of Columbus City Codes pertaining to competitive bidding; to authorize the expenditure of up to $162,476.21 from the Information Services Operating Fund for the above-described purpose, and to declare an emergency. ($162,476.21)
Body
WHEREAS, various city agencies utilize Adobe products in their daily operations; and
WHEREAS, the current Adobe contract expires on March 29, 2022; and
WHEREAS, only two bids were received in response to a Department of Technology solicitation for various Adobe products; and
WHEREAS, it is necessary to authorize the Director of the Department of Technology to enter into contract with Software House International for the procurement of various Adobe software application products; and
WHEREAS, it is necessary to expend up to $162,476.21 for the purchase of the above-described Adobe products; and
WHEREAS, the Department of Technology feels that it is in the City's best interest to waive the relevant sections of Chapter 329 of Columbus City Codes pertaining to competitive bidding; 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 of the Department of Technology enter into contract with Software House International (a.k.a., SHI) for procurement of various Adobe software application products at a cost of $162,476.21 to avoid an interruption in access to the application, 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 Director of the Department of Technology (DoT) be and is hereby authorized to enter into contract with Software House International (a.k.a., SHI), for the procurement of various Adobe software application products at a cost of up to $162,476.21 for a term of one year, beginning on March 30, 2022 through March 29, 2023.
SECTION 2. That the expenditure of up to $162,476.21, or so much thereof as may be necessary, is hereby authorized as provided on the attachment to this ordinance. (See attachment 0766-2022EXP).
SECTION 3. That this Council finds that it is in the City's best interest to waive the competitive bidding provisions of Columbus City Code Chapter 329 and such provisions are hereby waived.
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.