Explanation
BACKGROUND:
This legislation is to authorize the Director of the Department of Technology (DoT) to renew a software maintenance and support agreement with Lytrod Software, Inc. The original agreement (associated with purchase order EE004330) was established August 1, 2007, and provided software maintenance and support through December 31, 2007. The agreement was most recently renewed through purchase order ED036528, established June 19, 2008, providing maintenance and support through December 31, 2008. This renewal will enable DoT to pay back maintenance and support and extend support through December 31, 2012. The total cost for the renewal is $3,750.
Lytrod Proform Designer software is utilized by DoT in conjuction with its Xerox 4635 production printers to print utility bills and other forms for its City department customers. This software is necessary to ensure that printed documents are formatted correctly.
In previous years, the City has been able to purchase Lytrod maintenance and support by utilizing the informal bid process. However, DoT has now learned that Lytrod does not utilize resellers to provide maintenance and support for its software, so a past agreement with Columbus Lumber (purchase order EE007160) to provide support for January 1, 2009 to December 31, 2009 was not valid from the software manufacturer’s perspective, as Columbus Lumber is not authorized to purchase maintenance and support on our behalf. Lytrod Software, Inc. has agreed to credit the City for the cost of 2009 support mistakenly paid to Columbus Lumber. Lytrod has also confirmed they are the sole source provider of maintenance and support for its software, so this ordinance is being submitted in accordance with the provisions of Sole Source procurement of the City of Columbus Code, Section 329.07.
EMERGENCY:
Emergency action is requested to expedite the agreement and ensure that the needed services are not delayed.
FISCAL IMPACT:
In 2008 the Department ...
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