Explanation
BACKGROUND:
This legislation authorizes the Director of the Department of Technology (DoT) to renew an annual software license, maintenance and support contract, for the BL/LIB Tape Library Management System, with B & L Associates Inc. The original contract (FP004153) was executed August 8, 2001, and most recently renewed through purchase order EL012681, by authority of ordinance 0155-2012 passed March 5, 2012. This latest renewal provided support for a nine (9) month period through December 31, 2012, anticipating retirement of the Libra mainframe platform associated with this system. It is necessary to continue operation of the Libra platform through the end of 2013, thus it is necessary to renew this support agreement for the same period. At a cost of $14,185.00, this ordinance will provide for payment of the annual software maintenance and support agreement renewal, with the coverage period from January 1, 2013 through December 31, 2013.
The City of Columbus, Department of Technology (DoT) operates two Unisys Mainframe Libra Systems that directly support mission critical applications. The Libra PR system supports the production Payroll system used by all city agencies and the Police and Leads systems, which is used by the Police Department. The Unisys Libra DV system is used as a development system for the production applications running on the Libra PR system, as well as a failover system. In order to meet City and State Record Retention polices and to avoid the interruption of services provided to city agencies and to ensure the continued operations of both Libra Systems, daily, weekly and monthly backups need to be performed and maintained. In order to accomplish successful backups that are generated on different types of tape media, a Tape Library Management System is needed. Without the software licenses, maintenance and support services provided by B & L Associates Inc., the City will not be able to utilize these applications. Also, renewing this agreement will allow the City of Columbus to continue receiving software license upgrades, support and related services for the BL/LIB Tape Library Management System.
B & L Associates Inc. is the sole source supplier for software licenses, maintenance and support for the BL/LIB Software Product licensed to the City of Columbus. B & L Associates is a sole source provider of the Tape Library Management System application that is specific to Unisys Mainframe Systems. Please note that this is a single source purchase because the application is a platform specific to Unisys Mainframe Systems. For this reason, this ordinance is being submitted in accordance with the provisions of Sole Source procurement of the City of Columbus Section 329.07.
FISCAL IMPACT:
In 2011 and 2012, the Department of Technology expended $14,185.00 and $10,638.75 respectively with B & L Associates Inc. for software license, maintenance and support services for the BL/LIB Tape Library Management System and related software applications. The 2013 cost for the annual software license, maintenance and support contract is $14,185.00 bringing the aggregate contract total to $157,878.10. The funds for this expenditure are available in the Department of Technology, Information Services Division, internal service fund.
EMERGENCY DESIGNATION:
Emergency action is requested to ensure that the needed purchase, contract and services are not delayed; to immediately facilitate prompt payment; to continue with services that are necessary to support daily operations; and to ensure no service interruptions.
CONTRACT COMPLIANCE:
Vendor Name: B & L Associates Inc. CC#/FID#: 04 - 2572428 Expiration Date: 12/06/2013
Title
To authorize the Director of the Department of Technology (DoT) to renew an annual software license, maintenance and support contract with B & L Associates Inc. for the BL/LIB Tape Library Management System; in accordance with the sole source provisions of the Columbus City Code; and to authorize the expenditure of $14,185.00 from the Department of Technology, Information Services Division, internal service fund; and to declare an emergency. ($14,185.00)
Body
WHEREAS, the Department of Technology (DoT), has a need to renew an annual software license, maintenance and support services contract with B & L Associates Inc. for the BL/LIB Tape Library Management System software application; and
WHEREAS, the cost associated with the 2013 B & L Associates Inc. contract renewal agreement is $14,185.00, with a term period from January 1, 2013 through December 31, 2013; and
WHEREAS, this contract renewal is in accordance with the sole source provisions of the Columbus City Code, Section 329.07, and
WHEREAS, an emergency exists in the usual daily operation of the Department of Technology, in that it is immediately necessary for the Director of the Department of Technology to renew an annual software license, maintenance and support contract for the BL/LIB Tape Library Management System and related applications, with B & L Associates Inc., to ensure uninterrupted services, for the preservation of 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 is hereby authorized and directed to renew an annual software license, maintenance and support contract with B & L Associates Inc., for the BL/LIB Tape Library Management System and related applications in the amount of $14,185.00, with a coverage period of January 1, 2013 through December 31, 2013.
SECTION 2: That the expenditure of $14,185.00 or so much thereof as may be necessary is hereby authorized to be expended from:
Div.: 47-02|Fund: 514|Sub-fund: 001|OCA Code: 470202|Obj. Level 1: 03|Obj. Level 3: 3369 |Amount: $14,185.00
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 this agreement is being established in accordance with the sole source provisions of the Columbus City Code, Section 329.07.
SECTION 5: 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 approved nor vetoes the same.