Explanation
BACKGROUND:
This ordinance will authorize the Directors of the Departments of Technology and Public Utilities to modify the current contract agreement with Labworks, LLC, for software licenses, maintenance and support, and professional services associated with the Laboratory Information Management System (LIMS) to upgrade the system to the current version of the software, as well as update some of their instrument interfaces. The original agreement (EL008929) was authorized by ordinance 1738-2008, passed November 24, 2008. The agreement was most recently continued under the authority of ordinance 0985-2016, passed June 27, 2016 through purchase order PO017807-1. This contract modification will provide for license, maintenance and support , and professional services for one (1) year from the date of a purchase order certified/confirmed by the City of Columbus, City Auditor's Office.
LIMS enables the Division of Sewer and Drainage (DOSD) and the Division of Water (DOW) to manage water quality sample information, incorporate input from plant operations data sources, track 79,000 tests on 16,000 different samples annually, and transfer approved results to end users automatically. The LIMS system allows DOSD and DOW to satisfy their regulatory reporting requirements more efficiently. This annual maintenance and support agreement is needed to provide for updated LIMS software and access to LIMS technical support. Without this agreement, the City would need to pay a substantially higher new license fee to obtain the latest version of LIMS software, and would be unable to resolve problems with the software requiring LIMS technical support.
Contract modification in the amount of $15,573.00
1.1 Amount of additional funds to be expended: $15,573.00
The original contract amount and subsequent modifications total: $865,776
Modification #8 (2016) total: $ 15,573
Total: $881,349
1.2 Reason additional goods/services could not be foreseen:
The Department of Public Utilities (DPU) would like to upgrade their system (LIMS) to the current version to maintain support and take advantage of new software features.
1.3 Reason other procurement processes are not used:
This software, licenses and services related to the LIMS system are sole source. Labworks, LLC, Inc. has provided a letter stating they are the sole source provider.
1.4 How cost of modification was determined:
The vendor provided a quote for services, licenses and support to upgrade to the current version of the software.
This ordinance also requests approval of these services provided by Labworks, LLC, Inc. in accordance with sole source procurement provisions of Chapter 329 of the Columbus City Code; as it has been determined Labworks, LLC. is the sole distributor of LIMS, and does not utilize distributors or re-sellers due to the complex nature of its product.
FISCAL IMPACT:
In 2015 and earlier in 2016, $49,731.00 and $49,731.00 were legislated respectively for software maintenance and support services to support the Laboratory Information Management System (LIMS). This ordinance for the purchase of software license, maintenance and support, and professional services will authorize the expenditure of $15,573.00 bringing the aggregate total to $881,349.00. Funds have been identified and are available within the Department of Technology, Information Services Operating Fund.
EMERGENCY:
Emergency action is requested to expedite authorization of this contract in order to facilitate and maintain uninterrupted services from the supplier.
CONTRACT COMPLIANCE:
Vendor Name: Labworks, LLC (DAX Vendor Acct.: 017617); CC#/F.I.D#: 81-0852512; Expiration Date: 01/24/2017
Title
To authorize the Director of the Department of Technology and the Director of the Department of Public Utilities to modify a contract with Labworks, LLC., for software license, maintenance and support, and professional services in support of the Laboratory Information Management System (LIMS) upgrade in accordance with sole source procurement provisions of Chapter 329 of the Columbus City Code; to authorize the expenditure of $15,573.00 from the Department of Technology, Information Services Operating Fund; and to declare an emergency. ($15,573.00)
Body
WHEREAS, this ordinance will authorize the Directors of the Departments of Technology and Public Utilities to modify a contract with Labworks, LLC, for software license, maintenance and support, and professional services in support of the Laboratory Information Management System (LIMS), for a term period of one (1) year from the date of a purchase order certified/confirmed by the City of Columbus, City Auditor's Office, at a total cost of $15,573.00; and
WHEREAS, the original agreement (EL008929) was authorized by ordinance 1738-2008, passed November 24, 2008. The agreement was most recently continued under the authority of ordinance 0985-2016, passed June 27, 2016, through purchase order PO017807-1; and
WHEREAS, these services are needed to upgrade the Labworks LIMS (Laboratory Information Management System) system to the current version of the software, as well as to update some of the instrument interfaces; and
WHEREAS, this agreement is established in accordance with the sole source provisions of the Columbus City Code, Chapter 329; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Public Utilities in that it is immediately necessary to authorize both the Director of the Department of Technology and the Director of the Department of Public Utilities to modify a contract with Labworks, LLC for services in support of the Laboratory Information Management System (LIMS) upgrade, to avoid interruption of service, thereby preserving the public health, property, peace, 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 and the Director of the Department of Public Utilities are hereby authorized to modify a contract with Labworks, LLC., for software license, maintenance and support, and professional services in support of the Laboratory Information Management System (LIMS), for a term period of one (1) year from the date of a purchase order certified/confirmed by the City of Columbus, City Auditor's Office, at a total cost of $15,573.00.
SECTION 2. That the expenditure of $15,573.00 or so much thereof as may be necessary is hereby authorized to be expended from (Please see attachment 1641-2016 EXP):
License and Support: $1,773.00
Dept.: 47| Div.: 47-01|Obj Class: 03 |Main Account: 63946| Fund: 5100|Sub-fund: 510001|Program:CW001|Section 3:470104| Section 4:IS02|Section 5: IT1308 {Electricity}|Amount: $108.15|
Dept.: 47| Div.: 47-01|Obj Class: 03 |Main Account: 63946| Fund: 5100|Sub-fund: 510001|Program:CW001|Section 3:470104| Section 4:IS02|Section 5: IT1309 {Water}|Amount: $687.92|
Dept.: 47| Div.: 47-01|Obj Class: 03 |Main Account: 63946| Fund: 5100|Sub-fund: 510001|Program:CW001|Section 3:470104| Section 4:IS02|Section 5: IT1310 {Sanitary Sewer}|Amount: $771.26|
Dept.: 47| Div.: 47-01|Obj Class: 03 |Main Account: 63946| Fund: 5100|Sub-fund: 510001|Program:CW001|Section 3:470104| Section 4:IS02|Section 5: IT1311 {Storm Sewer}|Amount: $205.67|
Professional Services: $13,800.00
Dept.: 47| Div.: 47-01|Obj Class: 03 |Main Account: 63050| Fund: 5100|Sub-fund: 510001|Program:CW001|Section 3:470104| Section 4:IS02|Section 5: IT1308 {Electricity}|Amount: $841.80|
Dept.: 47| Div.: 47-01|Obj Class: 03 |Main Account: 63050| Fund: 5100|Sub-fund: 510001|Program:CW001|Section 3:470104| Section 4:IS02|Section 5: IT1309 {Water}|Amount: $5,354.40|
Dept.: 47| Div.: 47-01|Obj Class: 03 |Main Account: 63050| Fund: 5100|Sub-fund: 510001|Program:CW001|Section 3:470104| Section 4:IS02|Section 5: IT1310 {Sanitary Sewer}|Amount: $6,003.00|
Dept.: 47| Div.: 47-01|Obj Class: 03 |Main Account: 63050| Fund: 5100|Sub-fund: 510001|Program:CW001|Section 3:470104| Section 4:IS02|Section 5: IT1311 {Storm Sewer}|Amount: $1,600.80|
SECTION 3. That the City Auditor is authorized to make any changes to revise the funding source for any contract or contract modifications associated with this ordinance.
SECTION 4. 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 5. That this agreement is established in accordance with the sole source provisions of the Columbus City Code, Chapter 329.
SECTION 6. That for reasons stated in the preamble hereto, which is hereby made a part hereof, this ordinance is declared to be an emergency and shall take effect and be in force from and after its passage and approved by the Mayor, or ten days after passage if the Mayor neither approves nor vetoes the same.