Explanation
BACKGROUND:
This ordinance authorizes the Director of the Department of Technology to enter into an agreement with SHI International Corp, for Business Objects software maintenance and support. This agreement will provide for technical support services and software updates from SAP, the software manufacturer. The City uses Business Objects to deliver reports from its Performance Series financial system and Accela permitting system. The term of the agreement is from September 29, 2013 to September 28, 2014. The agreement includes options to renew for two additional one year terms, subject to mutual agreement and approval of proper City authorities. The total cost for the first year of the agreement is $25,397.20.
The Department of Technology published solicitation SA004986, and received two responses by the bid opening date of June 20, 2013. SHI is the lowest bidder, but offered alternate warranty terms that are acceptable to the City. Given the alternate terms in the bid response, this ordinance requests a bid waiver, in accordance with section 329.27 of Columbus City code.
EMERGENCY:
Emergency action is requested to expedite authorization of this contract in order to facilitate and maintain compliance with the software manufacturer's terms of use.
FISCAL IMPACT:
The total cost for the first year of this new agreement is $25,397.20. Funds have been identified and are budgeted within the Department of Technology, Information Services Division, Internal Service Fund.
CONTRACT COMPLIANCE:
SHI International Corp CC# : 223009648 Expiration: 11/16/2013
Title
To authorize the Director of the Department of Technology to enter into an agreement with SHI International Corp, for Business Objects software maintenance and support to provide for technical support services and software updates from SAP, the software manufacturer; with the option to renew for two additional one year terms, subject to mutual agreement and approval of proper City authorities; to waive the competitive bidding provisions of the Columbus City Code; and to authorize the expenditure of $25,397.20 from the Department of Technology, Information Services Division, Internal Services Fund; and to declare an emergency. ($25,397.20)
Body
WHEREAS, this legislation authorizes the Director of the Department of Technology, to enter into an agreement with SHI International Corp, for Business Objects software maintenance and support to provide for technical support services and software updates from SAP, the software manufacturer at a cost of $25,397.20; and
WHEREAS, the term of the agreement is from September 29, 2013 to September 28, 2014 with the option to renew for two additional one year terms, subject to mutual agreement and approval of proper City authorities; and
WHEREAS, it is in the best interest of the City to waive the competitive bidding provisions in accordance with section 329.27 of the Columbus City Code because The Department of Technology published solicitation SA004986, and received two responses by the bid opening date of June 20, 2013. SHI is the lowest bidder, but offered alternate warranty terms that are acceptable to the City.
WHEREAS, an emergency exists in the usual daily operation of the Department of Technology, in that it is immediately necessary to authorize the Director of the Department of Technology to enter into an agreement with SHI International Corp, for Business Objects software maintenance and support to provide for technical support services and software updates from SAP, the software manufacturer, for the immediate preservation of the public health, peace, property and safety.
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 enter into an agreement with SHI International Corp, for Business Objects software maintenance and support to provide for technical support services and software updates from SAP, the software manufacturer. The term of this agreement is from September 29, 2013 to September 28, 2014. SHI International Corp will deliver the services at a cost not to exceed $25,397.20.
SECTION 2: That the expenditure of $25,397.20 or so much thereof as may be necessary is hereby authorized to be expended from:
3369 - {Maintenance & support services}
Division: 47-02| Fund: 514| Subfund: 001| OCA Code: 470202| OBJ Level 1: 03| OBJ Level 03: 3369| Amount: $25,397.20|
SECTION 3: That the funds necessary to carry out the purpose of this ordinance are hereby deemed appropriated, and the City Auditor shall establish such accounting codes as necessary.
SECTION 4: 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 5: That the competitive bidding provisions of the Columbus City Code are hereby waived.
SECTION 6: That for reasons stated in the preamble hereto, which is hereby made a part hereof, this ordinance is declared to be an emergency measure and shall take effect and be in force from and after its passage and approval by the Mayor, or ten days after passage if the Mayor neither approves nor vetoes the same.