Explanation
BACKGROUND:
This legislation is to authorize the Director of the Department of Technology (DoT) to renew a software maintenance and support agreement with Lytrod Software, Inc. The original agreement (associated with purchase order EE004330) was established August 1, 2007 and provided software maintenance and support through December 31, 2007. The agreement was most recently renewed through purchase order EL013715, authorized by ordinance 2113-2012, passed November 5, 2012. This renewal will provide for software maintenance and support for the period January 1, 2014 to December 31, 2014 at a cost of $1,360.00.
Lytrod Proform Designer software is utilized by DoT in conjunction with its Xerox 4635 production printers to print utility bills and other forms for its City department customers. This software is necessary to ensure that printed documents are formatted correctly.
Lytrod is the sole source provider of maintenance and support for its software, so this ordinance is being submitted in accordance with the provisions of Sole Source procurement of the City of Columbus Code, Section 329.07.
FISCAL IMPACT:
During the years 2011 and 2012, the Department of Technology expended $3,750.00 and $1,360.00 with Lytrod Software Inc. for software maintenance and support. The cost associated with this year's software maintenance and support renewal is $1,360.00. Funds for this purchase have been identified and are available within the Department of Technology, Information Services Division, Internal Service Fund. The aggregate contract total amount including this renewal is $10,220.00.
EMERGENCY DESIGNATION:
Emergency action is requested to ensure that the needed purchase, contract and services are not delayed; to immediately facilitate prompt payment; to continue with services that are necessary to support daily operations; and to ensure no service interruptions.
CONTRACT COMPLIANCE:
Vendor Name: Lytrod Software Inc. C.C#: 68 - 0278419 Expiration Date: 11/12/2015
Title
To authorize the Director of the Department of Technology to renew a software maintenance and support service agreement with Lytrod Software Inc.; in accordance with the sole source provisions of the Columbus City Code; and to authorize the expenditure of $1,360.00 from the Department of Technology, Information Services Division, Internal Service Fund; and to declare an emergency. ($1,360.00)
Body
WHEREAS, this legislation will authorize the Director of the Department of Technology (DoT), to renew a software maintenance and support agreement with Lytrod Software, Inc., for the coverage term period from January 1, 2014 through December 31, 2014; and
WHEREAS, the original agreement (associated with purchase order EE004330) was established August 1, 2007 and provided software maintenance and support through December 31, 2007. The agreement was most recently renewed through purchase order EL013715, authorized by ordinance 2113-2012, passed November 5, 2012; and
WHEREAS, the Lytrod Proform Designer software is utilized by DoT in conjunction with its Xerox 4635 production printers to print utility bills and other forms for its City department customers. This software is necessary to ensure that printed documents are formatted correctly; and
WHEREAS, this renewal is in accordance with the sole source provisions of the Columbus City Code, Section 329.07; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Technology, in that it is immediately necessary for the Director of the Department of Technology to renew a software maintenance and support agreement with Lytrod Software, Inc., 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 (DoT) be and is hereby authorized to renew a software maintenance and support agreement with Lytrod Software Inc., in the amount of $1,360.00, for the coverage term period from January 1, 2014 through December 31, 2014.
SECTION 2: That the expenditure of $1,360.00 or so much thereof as may be necessary is hereby authorized to be expended from:
Dept./Div. 47-02| Fund 514| Sub-fund: 001| |OCA Code: 470202| Obj. Level 1: 03| Obj. Level 3: 3369| Amount: $1,360.00
SECTION 3: That the City Auditor is authorized to make any changes to revise the funding source for any contract or contract modifications associated with this ordinance.
SECTION 4: 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 5: That this agreement is being established in accordance with the sole source provisions of the Columbus City Code, Section 329.07.
SECTION 6: That for the reasons stated in the preamble hereto, which is hereby made a part hereof, this ordinance is hereby 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 approved nor vetoes the same.