City of Columbus - File #: 1756-2008

• File #: 1756-2008
• Version: 1
• Type: Ordinance
• Status: Passed
• File created: 10/29/2008
• In control: Finance & Economic Development Committee
• On agenda: 11/24/2008
• Final action: 11/25/2008
• Title: To authorize the transfer of appropriation authority within the Finance and Management General Fund; to authorize the Finance and Management Director to modify and extend a Service Agreement for the Real Estate Management Office with Lease Harbor, LLC, for Harbor Flex, a web-based hosting and database management software, support, and related services for the administration of the City's real property and lease portfolio; and to authorize the expenditure of $23,000.00 from the Genearl Fund. ($23,000.00)

Date	Ver.	Action By	Action	Result
11/25/2008	1	ACTING MAYOR	Signed
11/25/2008	1	CITY CLERK	Attest
11/24/2008	1	Columbus City Council	Approved	Pass
11/24/2008	1	COUNCIL PRESIDENT	Signed
11/17/2008	1	Columbus City Council	Read for the First Time
11/6/2008	1	EBOCO Reviewer	Sent for Approval
11/6/2008	1	ODI DIRECTOR	Reviewed and Approved
11/6/2008	1	Finance Reviewer	Sent for Approval
11/6/2008	1	CITY ATTORNEY	Reviewed and Approved
11/6/2008	1	Finance Drafter	Sent to Clerk's Office for Council
11/5/2008	1	Finance Drafter	Sent for Approval
11/4/2008	1	Finance Reviewer	Sent for Approval
11/4/2008	1	Finance Reviewer	Reviewed and Approved
11/4/2008	1	Finance Reviewer	Reviewed and Approved
11/4/2008	1	Auditor Reviewer	Reviewed and Approved
11/4/2008	1	CITY AUDITOR	Reviewed and Approved
10/31/2008	1	Auditor Reviewer	Reviewed and Disapproved
10/30/2008	1	Finance Drafter	Sent for Approval
10/30/2008	1	Auditor Reviewer	Reviewed and Disapproved
10/30/2008	1	Finance Drafter	Sent for Approval
10/29/2008	1	Finance Drafter	Sent for Approval
10/29/2008	1	Finance Reviewer	Reviewed and Approved
10/29/2008	1	FINANCE DIRECTOR	Reviewed and Approved

Explanation

Background:
This legislation authorizes the Finance and Management Director to modify a Service Agreement for the Real Estate Management Office by extending an agreement with Lease Harbor, LLC for Harbor Flex, a web-based real estate lease and property inventory database management software system for the administration of the City's real property and lease portfolio.
The original Service Agreement with Lease Harbor, LLC was authorized in the amount of $25,800 by Ordinance 1899-2006, passed November 22, 2006. At that time, research and analysis of available real estate management software from five different firms was conducted to determine which software and firm could best meet the City's requirements for inventory, lease tracking and notification, report generation, security, and support. Lease Harbor, LLC's Harbor Flex software was the only software that could meet the City's requirements and the Service Agreement was entered in accordance with the sole source provisions of the Columbus City Codes.
The Service Agreement provided for conversion of the City's existing data records, storage of the City's records in the Harbor Flex online database, as well as training and software support. It was modified by Ordinance 1783-2007, passed November 11, 2007, in the amount of $24,400 for the second year of web-based database management, software, and training support. Research and analysis was again conducted this year to determine whether Harbor Flex continues to be the best option for the management of the City's real property and lease portfolio. Four service offerings were compared with Harbor Flex. Harbor Flex continues to be the best system to meet the City's needs for inventory and lease tracking, report generation, and security of data, at a set price schedule. The modification authorized by this ordinance will allow the Director of Finance and Management to extend the web hosting and software support for an additional year (12/01/2008 to...