Explanation
BACKGROUND:
The Department of Technology, on behalf of the Department of Building and Zoning Services, has a need to renew an annual software maintenance and support agreement with Bentley Systems, Inc. formerly known as Enterprise Informatics and before that as Spescom Software who formerly was Altris Software Inc., under the original agreement (FL900066) established in 1999 authorized under ordinance 1379-1998 that provided language allowing for future software maintenance support, telephone support and modifications/upgrades. After the initial warranty period, the first renewal was executed under DE017037 in 2001 with the most recently renewal (2011) authorized under ordinance 0138-2011 (EL011542) passed March 7, 2011. This renewal will provide software maintenance and support service for the period April 24, 2012 to April 23, 2013, at a cost of $46,580.62.
This agreement supports the imaging software used to create a central storehouse for all information used in building, zoning and code enforcement. This information includes scanned images of drawings, building plans, building permit information and applications, building cards, occupancy certificates and violation photographs to property records that are necessary for building, zoning and code enforcement.
Bentley is the sole provider of maintenance and support for the imaging software utilized by the Department of Building and Zoning Services. As such, this ordinance requests procurement under the sole source provisions of Columbus City Code, section 329.07.
CONTRACT COMPLIANCE:
Vendor: Bentley Systems, Inc. FID/CC#: 95-3936623 Expiration Date: 1/30/2014
FISCAL IMPACT:
In 2010 and 2011 the Department of Technology (DoT) expended $39,887.00 and $46,996.62 respectively with Bentley Systems, Inc. for annual software maintenance and support. The 2012 cost for this service provided by Bentley Systems, Inc. is $46,580.62. The aggregate contract total for software maintenance and support, including this renewal is $376,218.24. The overall accumulative contract total of $632,552.24 includes the annual support renewals, the initial software purchase, one modification upgrade (2008) and purchase of eB Quicklink (2010). Funding for this contract renewal in the amount of $46,580.62 has been budgeted for within the Department of Technology, internal services fund on behalf of the Department of Building and Zoning Services.
Title
To authorize the Director of the Department of Technology, on behalf of the Department of Building and Zoning Services, to renew an annual software maintenance and support contract with Bentley Systems, Inc.; in accordance with the sole source provisions of the Columbus City Code; and to authorize the expenditure of $46,580.62 from the Department of Technology, Internal Services Fund. ($46,580.62)
Body
WHEREAS, the Department of Building and Zoning Services (BZS) has a need to renew an annual software maintenance and support contract with Bentley Systems, Inc. to support the imaging software used to create storehouse for all information including scanned images of drawings, building plans, building permit information and applications, building cards, occupancy certificates and violation photographs to property records that are necessary for building, zoning and code enforcement; and
WHEREAS, this legislation authorizes the Director of the Department of Technology, on behalf of the Department of Building and Zoning Services (BZS) to modify and renew an annual software maintenance and support contract with Bentley Systems, Inc. in the amount of $46,580.62, with a term period of April 24, 2012 through April 23, 2013; and
WHEREAS, the original contract was executed with the option to renew each year on the expiration or anniversary date the software maintenance and support, and allowed for modification upgrades and related services;
WHEREAS, this contract renewal is being made in accordance with the sole source provisions of Section 329.07 of the Columbus City Code, and
WHEREAS, this ordinance is needed to continue with software maintenance and support services with Bentley Systems, Inc. associated with the imaging software necessary for building, zoning and code enforcement, with all other terms and conditions remaining the same to support the daily operation activities, 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 the Department of Technology, on behalf of the Department of Building and Zoning Services (BZS) is hereby authorized to modify and renew an annual software maintenance and support contract with Bentley Systems, Inc. in the amount of $46,580.62, with a term period of April 24, 2012 through April 23, 2013.
SECTION 2. That the expenditure of $46,580.62 or so much thereof as may be necessary is hereby authorized to be expended from:
Division: 47-01| Fund: 514| Sub-fund: 240| OCA Code: 514240| OBJ Level 1: 03| OBJ Level 03: 3369 Amount: $30,277.40
Division: 47-01| Fund: 514| Sub-fund: 010| OCA Code: 440147| OBJ Level 1: 03| OBJ Level 03: 3369 Amount: $16,303.22
SECTION 3. 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 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 this ordinance shall take effect and be in force from and after the earliest period allowed by law.