Explanation
BACKGROUND:
This legislation will authorize the Director of Finance and Management, on behalf of the Department of Technology, for various departments to establish a purchase order with Prime AE Group, Inc., State Term Schedules (STS364), # 800448, expiration date 8/31/2018; Prime AE Group, a dealer of Hyland On Base, State Term Schedule (STS033), # 533272-3-6, expiration date 3/31/2021, for maintenance and support. Ordinance 582-87 authorizes the City of Columbus to purchase from cooperative purchasing contracts which are not bid, but negotiated contracts. The agreement was most recently renewed by ordinance 2929-2016, passed December 12, 2016, PO044103. This ordinance will include maintenance and support costs for Building and Zoning Services, the Health Department, Public Utilities, Public Service, Department of Development and the Department of Technology, for the term period of January 1, 2018 to December 31, 2018, at a total cost of $89,750.38.
This legislation will also authorize the extension and use of the unspent balance remaining on PO063045 (as of 11/8/17... $45,289.37), PO044111 (as of 10/31/17... $116,268.00), and PO063049 (as of 11/8/17... $5,440.80) through December 31, 2018.
The company is not debarred according to the Federal excluded parties listing or prohibited from being awarded a contract according to the Auditor of State unresolved findings for recovery certified search.
EMERGENCY:
Emergency action is requested to expedite authorization of this contract in order to facilitate and maintain uninterrupted services from the supplier for critical technology services.
CONTRACT COMPLIANCE:
Vendor: Prime AE Group, Inc.; C.C #: 26-0546656; Expiration Date: 09/21/2019
DAX Vendor Acct. #: 002102
FISCAL IMPACT:
In 2016 the Department of Technology legislated $319,116.27 with Prime AG Group, Inc. for software licenses, services, and maintenance and support services. The total cost for the services identified within this ordinance (2017) is $89,750.38. Funds have been identified and are budgeted within the Department of Technology, Information Services Operating Fund (consisting of agencies' direct charge budgets). This legislation will also authorize the extension and use of the unspent balance remaining on PO063045, PO044111, and PO063049 through December 31, 2018.
Title
To authorize the Director of Finance and Management, on behalf of the Department of Technology (DoT), to establish a purchase order for various City Departments including the Department of Technology for maintenance and support from Prime AE Group, Inc., utilizing a State of Ohio, State Term Schedules (STS364) # 800448; Prime AE Group, a dealer of Hyland On Base, State Term Schedule (STS033), # 533272-3-6, expiration date 3/31/2021; to authorize the expenditure of $89,750.38 from the Department of Technology, Information Services Operating Fund; to also authorize the extension and use of the unspent balance remaining on purchase orders through December 31, 2018; and to declare an emergency. ($89,750.38)
Body
WHEREAS, this ordinance authorizes the Director of Finance and Management, on behalf of the Department of Technology (DoT), to establish a purchase order for various City Departments (Building and Zoning Services, the Health Department, Public Utilities, Public Service, Department of Development and the Department of Technology) with two Prime AE Group, State of Ohio, State Term Schedules (STS364): # 800448, expiration date 8/31/2018 and Prime AE Group, a dealer of Hyland OnBase, State Term Schedule (STS033), # 533272-3-6, expiration date 3/31/2021, to purchase maintenance and support for the term period is January 1, 2018 to December 31, 2018 at a cost of $89,750.38; and
WHEREAS, this legislation will also authorize the extension and use of the unspent balance remaining on PO063045 (as of 11/8/17... $45,289.37), PO044111 (as of 10/31/17... $116,268.00), and PO063049 (as of 11/8/17... $5,440.80) through December 31, 2018; and
WHEREAS, the use of this Ohio Department of Administrative Services Cooperative Contract is authorized by Ordinance 582-87; and
WHEREAS, an emergency exists in the usual and daily operation of the Department of Technology in that it is immediately necessary to authorize the Director of Finance and Management, on behalf of the Department of Technology to establish a purchase order with Prime AE Group, Inc. using a State of Ohio, State Term Schedules, 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 Finance and Management, on behalf of the Department of Technology (DoT), be and is hereby authorized to establish a purchase order for maintenance and support for various City Departments (Building and Zoning Services, the Health Department, Public Utilities, Public Service, Department of Development and the Department of Technology) from Prime AE Group, State of Ohio, State Term Schedules (STS364) # 800448, expiration date 8/30/2018 and Prime AE Group, a dealer of Hyland On Base, State Term Schedule (STS033), # 533272-3-6, expiration date 3/31/2021, in the amount of $89,750.38 for the term January 1, 2018 through December 31, 2018.
SECTION 2. That the Department is authorized to extend and use the unspent balance remaining on PO063045 (as of 11/8/17... $45,289.37), PO044111 (as of 10/31/17... $116,268.00), and PO063049 (as of 11/8/17... $5,440.80) through December 31, 2018.
SECTION 3. That the expenditure of $89,750.38 or so much thereof as may be necessary is hereby authorized to be expended from: (See Attachment: (3088-2017 EXP)
Maintenance and Support:
Dept.: 47| Div.: 4702|Obj Class: 03|Main Account: 63946|Fund: 5100|Sub-fund: 510001|Program: IT005|Section 3: 470201| Section 4: IT03|Section 5: N/A {Information Services Division} |Amount: $20,814.78|
Dept.: 47| Div.: 4701|Obj Class: 03|Main Account: 63946|Fund: 5100|Sub-fund: 510001|Program: CW001|Section 3: 470104| Section 4: IS01|Section 5: IT1211 {Development Director} |Amount: $459.44|
Dept.: 47| Div.: 4701|Obj Class: 03|Main Account: 63946|Fund: 5100|Sub-fund: 510001|Program: CW001|Section 3: 470104| Section 4: IS01|Section 5: IT1225 {Health} |Amount: $7,411.58|
Dept.: 47| Div.: 4701|Obj Class: 03|Main Account: 63946|Fund: 5100|Sub-fund: 510001|Program: CW001|Section 3: 470104| Section 4: IS02|Section 5: IT1303 {Building and Zoning Services} |Amount: $50,522.86|
Dept.: 47| Div.: 4701|Obj Class: 03|Main Account: 63946|Fund: 5100|Sub-fund: 510001|Program: CW001|Section 3: 470104| Section 4: IS02|Section 5: IT1308 {Electricity} |Amount: $274.36|
Dept.: 47| Div.: 4701|Obj Class: 03|Main Account: 63946|Fund: 5100|Sub-fund: 510001|Program: CW001|Section 3: 470104| Section 4: IS02|Section 5: IT1309 {Water} |Amount: $1,745.12|
Dept.: 47| Div.: 4701|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: $1,956.51|
Dept.: 47| Div.: 4701|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: $521.74|
Dept.: 47| Div.: 4701|Obj Class: 03|Main Account: 63946|Fund: 5100|Sub-fund: 510001|Program: CW001|Section 3: 470104| Section 4: IS02|Section 5: IT1316 {Public Service- Infrastructure} |Amount: $6,043.99|
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 appropriate, 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.