Explanation
BACKGROUND:
This legislation authorizes the Director of the Department of Technology, on behalf of the Columbus Public Health Department, to renew a contract with Decade Software Company, LLC for annual software license, hosting and support service fees for the EnvisionConnect. The original contract (EL000490) was established by the Health Department in 2000 and provided language that allows for annual renewals. The agreement was most recently renewed by authority of ordinance 0259-2011, passed May 23, 2011 (purchase order EL011864). This renewal will provide services from July 1, 2012 to June 30, 2013 at a cost of $78,300.00.
The EnvisionConnect software application provides Columbus Public Health the ability to operate the Environmental Health unit by providing an extensive array of services such as tracking and maintaining information associated with inspections, historical data of restaurants and other businesses, tracking sanitation standards data, vector control for mosquitoes, environmental reviews, accounts receivable/payable and billings as well as statistics and analysis regarding the Environmental Health unit. Services provided by Decade under this contract renewal include annual software license, hosting and support services, update training, upgrades and enhancements. Without this service, the Columbus Public Health Department would lose the ability to operate the Environmental Health unit, which could result in the failure to meet requirements mandated by the State of Ohio.
Decade Software Company, LLC is the sole provider of maintenance and support for EnvisionConnect software. As such, this ordinance is being established in accordance with the sole source provisions of the Columbus City Code, Section 329.07.
FISCAL IMPACT:
In 2010 and 2011, $78,300.00 was legislated respectively each year for annual software license, hosting and support service fees for the EnvisionConnect with Decade Software Company, LLC. The cost for this contract renewal is $78,300.00. This expenditure is budgeted and available within the Department of Technology Internal Services Fund. The contract aggregate total including this request is $893,850.00.
CONTRACT COMPLIANCE:
Vendor Name: Decade Software Company LLC CC#: 77 - 0564825 Expiration Date: 2/23/2014
Title
To authorize the Director of the Department of Technology to renew a contract with Decade Software Company, LLC, for the EnvisionConnect software license, hosting and support services, on behalf of the Columbus Public Health Department, in accordance with the sole source provisions of the Columbus City Code; and to authorize the expenditure of $78,300.00 from the Department of Technology Internal Services Fund. ($78,300.00)
Body
WHEREAS, the Director of the Department of Technology, on behalf of the Columbus Public Health Department, be and is hereby authorized to renew a contract established by purchase order EL000490 for software license, hosting and support service fees for the EnvisionConnect in the amount of $78,300.00, provided by Decade Software Company, LLC. The original contract provides language that allows for renewals at the conclusion of the ending term, and
WHEREAS, the coverage term period authorized by this ordinance is from July 1, 2012 through June 30, 2013, and
WHEREAS, the EnvisionConnect software license is a critical application that provides the Columbus Public Health Department the ability to operate the Environmental Health unit, which provides an extensive array of reporting services, and licensing requirements mandated by the State of Ohio; thus without this service the Health Department would lose the ability to operate the Environmental Health unit, and
WHEREAS, this renewal is in accordance with the sole source provisions of the Columbus City Code, Section 329.07; and
WHEREAS, it is necessary to maintain on-going software license, hosting and support services for the EnvisionConnect software application for the Columbus Public Health Department in order to allow for uninterrupted daily operations for the preservation of 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 be and is hereby authorized to renew a contract established by purchase order EL000490 with Decade Software Company, LLC, for the EnvisionConnect annual software license, hosting and support services, on behalf of the Columbus Public Health Department, with a term period of July 1, 2012 through June 30, 2013, in the amount of $78,300.00.
SECTION 2: That the expenditure of $78,300.00 or so much thereof as may be necessary is hereby authorized to be expended from:
Division: 47-01|Fund: 514|Sub-fund: 010|OCA Code: 500147|Obj. Level 1:03|Obj. Level 3: 3369|Amount: $78,300.00
SECTION 3: That the City Auditor is authorized to make any changes to revise the funding source for any contract or contracts 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.