Explanation
BACKGROUND:
This legislation authorizes the Director of the Department of Technology and the Director of the Department of Public Utilities (DPU) to renew an existing contract with VESOFT Inc. for software maintenance and support services, in the amount of $1,850.00, with a coverage period of October 1, 2011 through September 30, 2012. The original agreement, associated with purchase order ED001918, was established July 6, 2000. The agreement was most recently renewed by authority of ordinance 0077-2011, passed February 14, 2011, providing service for six (6) months, ending September 30, 2011.
This contract is associated with a legacy application that supports the generation of electric and water bills (including storm and sewer). When enhancements to the Columbus Utility Billing System (CUBS) are in place, this legacy system will be retired.
In the last contract renewal (0077-2011) only six (6) months of support was acquired, anticipating full functioning of the Columbus Utility Billing System (CUBS) allowing the legacy system to be retired. Since that time, the Department of Public Utilities has initiated an audit of the CUBS systems to ensure that all revenue is being captured. The legacy system is needed in order to produce comparison reports to assist with the CUBS audit. In addition, the legacy system will need to be utilized for reference, as part of a new project to evaluate reports from CUBS. The legacy system is critical for this effort to ensure that all the proper reports are created. In order to ensure sufficient time to retire the old system, an additional one (1) year of support is requested in this contract renewal. Once the project is completed, a plan will be put into place to retire the legacy system.
It has been determined that VESOFT Inc. is the only provider of software maintenance and support for its software products licensed to the city. Therefore, this contract renewal is being established with the sole source provisions of the Columbus City Codes, Section 329.07.
FISCAL IMPACT
In 2009 and 2010 the Department of Technology, on behalf of the Department of Public Utilities, expended $1,850.00 each year respectively for software maintenance and support services from VESOFT Inc. Earlier this year, 2011 $925.00 was legislated for the same service for a six (6) month term. This contract renewal for software maintenance and support services will extend support for an additional (one) 1 year term in the amount of $1,850.00. The funds are budgeted and available in the 2011 Department of Technology, Internal Services Fund.
CONTRACT COMPLIANCE: 95-3788729 Expires: 01/03/2013
Title
To authorize the Director of the Department of Technology and the Director of Public Utilities to renew an existing contract with VESOFT Inc. for software maintenance and support services; in accordance with the sole source provisions of the Columbus City Codes; and to authorize the expenditure of $1,850.00 from the Department of Technology, Internal Services Fund. ($1,850.00)
Body
WHEREAS, this legislation authorizes the Director of the Department of Technology and the Director of Public Utilities to renew an existing software maintenance and support services contract with VESOFT Inc. to support the generation of electric and water bills for a one (1) year term period, October 1, 2011 through September 30, 2012, in the amount of $1,850.00, and
WHEREAS, this contract renewal is in accordance with the sole source provisions of the Columbus City Codes, Section 329.07; and
WHEREAS, it is necessary to renew an existing software maintenance and support services contract with VESOFT Inc. to support the daily operation activities, 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 and the Director of the Department of Public Utilities be and is hereby authorized to renew an existing software maintenance and support services contract to support the generation of electric and water bills with VESOFT Inc. for an additional one (1) year term, October 1, 2011 through September 30, 2012, in the amount of $1,850.00.
SECTION 2: That the expenditure of $1,850.00 or so much thereof as may be necessary is hereby authorized to be expended from:
Div.: 47-01|Fund: 514|Sub-fund: 550|OCA Code: 514550|Obj. Level 1: 03|Obj. Level 3: 3369 |Amount: $112.85
Div.: 47-01|Fund: 514|Sub-fund: 600|OCA Code: 514600|Obj. Level 1: 03|Obj. Level 3: 3369 |Amount: $717.80
Div.: 47-01|Fund: 514|Sub-fund: 650|OCA Code: 514650|Obj. Level 1: 03|Obj. Level 3: 3369 |Amount: $804.75
Div.: 47-01|Fund: 514|Sub-fund: 675|OCA Code: 514675|Obj. Level 1: 03|Obj. Level 3: 3369 |Amount: $214.60
SECTION 3: That the City Auditor is authorized to make any changes to revise the funding source for any contract or contracts modifications associated with this ordinance.
SECTION 4: That this contract is being established in accordance with the sole source provisions of the Columbus City Codes, Section 329.07.
SECTION 5: That this ordinance shall take effect and be in force from and after the earliest period allowed by law.