Explanation
BACKGROUND:
This ordinance authorizes the Director of the Department of Technology to renew and modify a contract with Software House International (SHI), for Quest software subscription renewals. DoT uses Quest software to audit changes in the City's technology environment, ensuring that the environment is secure. The original agreement (EL013748) was authorized by ordinance 2312-2012, passed November 12, 2012, pursuant to solicitation SA004500. That agreement included options to renew for two additional one year terms. This renewal is the first of the two options, and will provide software subscriptions for the period December 1, 2013 through December 31, 2014, at a cost of $27,476.39.
This ordinance will also authorize a modification to incorporate Quest software subscriptions for 3,000 additional licenses required to support the Police Division technology infrastructure. The subscriptions are for the period January 31, 2014 through December 31, 2014 at a cost of $15,930.00. The need for DoT to support Police Division technology infrastructure was not known at the time of the original agreement, so this modification was not foreseen. As SHI is already providing Quest subscriptions through an existing contract awarded through competitive bidding, it is in the City's best interests to obtain additional subscriptions through SHI instead of utilizing alternate procurement methods. The cost of the additional license subscriptions was quoted by the vendor and accepted by the Department of Technology, consistent with pricing proposed in response to solicitation SA004500.
Given the need to increase the license subscriptions beyond quantities specified in the original bid, this ordinance will authorize a waiver of competitive bidding provisions 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 uninterrupted services from the supplier.
FISCAL IMPACT:
In 2012, $26,584.50 was legislated respectively with Software House International (EL013748). The cost associated with this ordinance is $43,406.39. Funds were budgeted and are available within the Department of Technology, Information Services Division, Internal Services Fund.
CONTRACT COMPLIANCE NUMBER:
Vendor: Software House International Inc. CC#: 22-3009648 Expiration Date: 10/29/2015
Title
To authorize the Director of the Department of Technology to renew and modify a contract with Software House International (SHI), for Quest software subscription renewals (year 2 of 3); to authorize a modification to incorporate Quest software subscriptions for 3,000 additional licenses required to support the Police Division technology infrastructure; to waive the competitive bidding provisions of the Columbus City Codes; to authorize the expenditure of $43,406.39 from the Department of Technology, Information Services Division, Internal Services Fund; and to declare an emergency.($43,406.39)
Body
WHEREAS, DoT uses Quest software for auditing changes in the City's technology environment, ensuring that the environment is secure and is critical to the operations of City agencies; and
WHEREAS, DoT published solicitation SA004450, received six (6) bids on August 2, 2012 and upon review and evaluation recommended award to SHI being the lowest, responsive and responsible, and best bidder. Subject to mutual agreement and approval of proper City authorities, the agreement can be annually extended for one (1) additional year; and
WHEREAS, this ordinance authorizes the Director of the Department of Technology to renew and modify a contract with Software House International (SHI), for Quest software subscription renewal services for the period December 1, 2013 through December 31, 2014, at a cost of $27,476.39; and
WHEREAS, This ordinance will also authorize a modification to incorporate Quest software subscriptions for 3,000 additional licenses required to support the Police Division technology infrastructure for the period January 31, 2014 through December 31, 2014 at a cost of $15,930.00; and
WHEREAS, Given the need to increase the license subscriptions beyond quantities specified in the original bid, this ordinance requests waiving of the competitive bidding requirement of the Columbus City Codes Section 329; 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 and modify a contract with Software House International (SHI), for Quest software subscription renewal services for the immediate 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 is hereby authorized to renew and modify a contract with Software House International (SHI), for Quest software subscription renewal services for the period December 1, 2013 through December 31, 2014, at a cost of $27,476.39. This ordinance will also authorize a modification to incorporate Quest software subscriptions for 3,000 additional licenses required to support the Police Division technology infrastructure for the period January 31, 2014 through December 31, 2014 at a cost of $15,930.00 bringing the combined total cost to $43,406.39. Subject to mutual agreement and approval of proper City authorities, the agreement can be annually extended for one additional year.
SECTION 2: That the expenditure of $43,406.39 or so much thereof as may be necessary is hereby authorized to be expended from:
Dept./Div. 47-02| Fund 514| Subfund: 001| OCA Code: 470202|Obj. Level 1: 03|Obj. Level 3 code: 3369|Amount: $43,406.39|
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 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 in accordance with Section 329.27 of the Columbus City Codes, City Council finds it to be in the best interest of the City of Columbus that the competitive bidding requirements be and are hereby waived.
SECTION 4: 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 approves nor vetoes the same.