Explanation
BACKGROUND:
This legislation authorizes the Directors of the Departments of Human Resources and Technology (DoT) to renew an annual software maintenance and support agreement with Intellinetics, Inc for a document management system. The original agreement (EL005006) was authorized by ordinance 2051-2004, passed November 22, 2004. The agreement was most recently renewed and modified by authority of ordinance 0552-2013, passed March 18, 2013, through purchase order EL014242. The renewal of this agreement will provide for software maintenance and support services for the document management system utilized by HR-Risk Management, for the period April 1, 2014 through March 31, 2015. The total cost of the renewal is $1,800.00.
Although Intellinetics uses resellers for Intellivue licenses, resellers are not permitted to bid on annual software maintenance and support agreements for existing Intellinetics customers. As the City purchased its Intellivue software from Intellinetics, we must purchase annual support and maintenance from Intellinetics. As such, this ordinance requests a waiver of competitive bidding provisions of Columbus City Code, in accordance with section 329.27.
EMERGENCY DESIGNATION:
This ordinance is submitted as an emergency so that the execution of the contract, the establishment of a purchase order and to ensure that payment can be made to the vendor in a timely manner.
FISCAL IMPACT:
During fiscal year 2012 and 2013, the Department of Technology expended $8,288.01 and $7,425.00 respectively for software maintenance and support from Intellinetics, Inc. The cost associated with this contract renewal is $1,800.00 for software maintenance and support. Funding is budgeted and available within the Department of Technology, Internal Service Fund to pay for this service.
CONTRACT COMPLIANCE:
Vendor Name: Intellinetics, Inc. C.C#: 31 - 1491111 Expiration Date: 02/07/2015
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