City of Columbus - File #: 1899-2006

• File #: 1899-2006
• Version: 1
• Type: Ordinance
• Status: Passed
• File created: 10/19/2006
• In control: Administration Committee
• On agenda: 11/20/2006
• Final action: 11/22/2006
• Title: To authorize the Finance and Management Director to enter into a service agreement with Lease Harbor LLC for the lease of database management software system, support and related services with Lease Harbor LLC in accordance with sole source provisions of the Columbus City Codes; to authorize the expenditure of $25,800.00 from the Department of Finance and Management General fund; and to declare an emergency ($25,800.00).

Date	Ver.	Action By	Action	Result
11/22/2006	1	CITY CLERK	Attest
11/21/2006	1	MAYOR	Signed
11/20/2006	1	Columbus City Council	Approved	Pass
11/20/2006	1	COUNCIL PRESIDENT	Signed
11/1/2006	1	CITY ATTORNEY	Reviewed and Approved
11/1/2006	1	Finance Drafter	Sent to Clerk's Office for Council
10/31/2006	1	Finance Drafter	Sent for Approval
10/31/2006	1	ODI DIRECTOR	Reviewed and Approved
10/31/2006	1	Finance Drafter	Sent for Approval
10/31/2006	1	EBOCO Reviewer	Reviewed and Approved
10/31/2006	1	ODI DIRECTOR	Reviewed and Approved
10/31/2006	1	Finance Drafter	Sent for Approval
10/30/2006	1	Auditor Reviewer	Reviewed and Approved
10/30/2006	1	CITY AUDITOR	Reviewed and Approved
10/27/2006	1	Finance - Purchasing Reviewer	Reviewed and Approved
10/27/2006	1	FINANCE DIRECTOR	Reviewed and Approved
10/27/2006	1	Finance Drafter	Sent for Approval
10/25/2006	1	Finance Reviewer	Reviewed and Approved
10/25/2006	1	Finance Reviewer	Reviewed and Approved
10/25/2006	1	Finance Reviewer	Reviewed and Approved
10/23/2006	1	Finance Reviewer	Reviewed and Approved
10/19/2006	1	Finance Drafter	Sent for Approval

Explanation

BACKGROUND: The City's current real property inventory and lease inventory is contained in outdated Lotus Approach 97 software that is no longer supported by the Department of Technology. The current database system has frequent maintenance issues. These maintenance issues have become increasingly difficult to resolve and result in the inventory and lease data being inaccessible for several days at a time. In addition, the Lotus Approach 97 software does not have the security features, notification, and reporting features needed to efficiently and accurately manage the City's real estate assets and cannot be upgraded to meet these needs. This ordinance authorizes the Director of Finance & Management to enter into a Service Agreement with Lease Harbor LLC to provide online real estate and lease database management software service, records conversion, support, and related services.

Research and analysis of available real estate and lease management software was conducted. The software reviewed included Lease Harbor, Intuit Real Estate Solutions, Asset Management Technologies, Virtual Premise, and ProLease. Lease Harbor LLC was the vendor that could best meet all of the City's requirements for inventory, lease tracking, report generation, and security at a set price schedule. This ordinance authorizes the Finance and Management Director to enter into a Service Agreement of database management system, support, and related services with Lease Harbor LLC, Contract Compliance 36-4352999 - expires 9/15/08

This contract is in accordance with the provisions of Sole Source Procurement, Section 329 of the Columbus City Codes.

Fiscal Impact: The cost of the service agreement, including conversion of the existing data records and support, is $25,800.00 for a twelve month period. Funds are available within the Finance & Management Department General Fund budget for an online real estate and lease database management software service, support, an...