Explanation
BACKGROUND:
This ordinance authorizes the Director of the Department of Technology, on behalf of the Department of Public Utilities (DPU), to enter into an agreement with Canadian Time Systems (dba Key Tracer Systems Inc.) for maintenance and support services on an electronic key management system. The term of this maintenance and support agreement is for the term period August 16, 2016 to August 15, 2017 at a cost of $22,480.00.
DPU requires a key management system to automate management of vehicle assignments through its automated vehicle location (AVL) system. Benefits of the system include: increased security and control over vehicles, preventing unauthorized key access; increased productivity and reduced liability; and reduction in the number of lost or misplaced keys. The system was originally procured by solicitation SA005016 and authorized by Ordinance 2422-2013, passed by Columbus City Council on December 16, 2013 for $174,085.00 under (EL015195).
This ordinance also requests approval to continue services provided by Canadian Time Systems (dba Key Tracer Systems Inc.) in accordance with sole source procurement provisions of Chapter 329 of the Columbus City Code; as it has been determined that Key Tracer Systems Inc is the sole distributor of the Key Tracer System, and does not utilize distributors or re-sellers for warranty services (hardware or software support ) of its product.
FISCAL IMPACT:
In 2013, $174,085.00 was legislated for the procurement of the Key Tracer System. This year (2016), passage of this ordinance will authorize the expenditure of $22,480.00 for maintenance and support bringing the aggregate total to $196,565.00. Funds have been identified and are available within the Department of Technology, Information Services Operating Fund.
EMERGENCY:
Emergency action is requested to expedite authorization of this contract in order to initiate services from the supplier at the prices proposed.
CONTRACT COMPLIANCE:
Vendor Name: Canadian Time Systems (dba Key Tracer Systems Inc.) CC. #: 98 0620985 DAX Vendor Acct. #: 011017 Expiration Date: 10/27/2017
Title
To authorize the Director of the Department of Technology, on behalf of the Department of Public Utilities to enter into an agreement with Canadian Time Systems (dba Key Tracer Systems Inc.) for maintenance and support services in accordance with sole source procurement provisions of Chapter 329 of the Columbus City Code; to authorize the expenditure of $22,480.00 from the Department of Technology, Information Services Operating Fund; and to declare an emergency. ($22,480.00)
Body
WHEREAS, this ordinance will authorize the Director of the Department of Technology, on behalf of the Department of Public Utilities, to enter into an agreement with Canadian Time Systems (dba Key Tracer Systems Inc.) for maintenance and support services on an electronic key management system and;
WHEREAS, the original agreement was authorized by ordinance 2422-2013, passed December 16, 2013 through purchase order EL015195; and
WHEREAS, term of this maintenance and support agreement is for the term period August 16, 2016 to August 15, 2017 at a cost of $22,480.00 and;
WHEREAS, this agreement is being established in accordance with the sole source provisions of the Columbus City Code, Chapter 329; and
WHEREAS, an emergency exists in the usual daily operations of the Department of Technology in that it is immediately necessary to authorize the Director, on behalf of the Department of Public Utilities, to enter into an agreement with Canadian Time Systems (dba Key Tracer Systems Inc.) for maintenance and support services on an electronic key management system, thereby preserving 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, on behalf of the Department of Public Utilities, be and is hereby authorized and directed to enter into an agreement with Canadian Time Systems (dba Key Tracer Systems Inc.) for maintenance and support services on an electronic key management system at a total cost of $22,480.00. The term of this agreement is for the term period August 16, 2016 to August 15, 2017.
SECTION 2. That the expenditure of $22,480.00 or so much thereof as may be necessary is hereby authorized to be expended from: Please see attachment 1749-2016 EXP)
Dept.: 47| Div.: 47-01|Obj Class: 03 |Main Account: 63946| Fund: 5100|Sub-fund: 510001|Program:CW001|Section 3:470104| Section 4:IS02|Section 5: IT1308 {Electricity}|Amount:
$1,371.28|
Dept.: 47| Div.: 47-01|Obj Class: 03 |Main Account: 63946| Fund: 5100|Sub-fund: 510001|Program:CW001|Section 3:470104| Section 4:IS02|Section 5: IT1309 {Water}|Amount:
$8,722.24|
Dept.: 47| Div.: 47-01|Obj Class: 03 |Main Account: 63946| Fund: 5100|Sub-fund: 510001|Program:CW001|Section 3:470104| Section 4:IS02|Section 5: IT1310 {Sanitary Sewer}|Amount: $9,778.80|
Dept.: 47| Div.: 47-01|Obj Class: 03 |Main Account: 63946| Fund: 5100|Sub-fund: 510001|Program:CW001|Section 3:470104| Section 4:IS02|Section 5: IT1311 {Storm Sewer}|Amount: $2,607.68|
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 changes to revise the funding source for any contract or contract modifications associated with this ordinance.
SECTION 5: That this agreement is being established in accordance with the sole source provisions of the Columbus City Code, Chapter 329.
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 approves nor vetoes the same.