Explanation
BACKGROUND:
This ordinance authorizes the Director of the Department of Technology to enter into contract with SHI International Corporation (SHI) to provide Crystal Reports and Business Objects licenses, software maintenance and support services for the Department of Technology. The City uses the aforementioned products for a variety of things, including but not limited to, the delivery of reports from its Performance Series financial and Accela permitting systems.
Bids for this service were sought using the city’s electronic vendor bid portal (RFQ#002116) and were opened on August 3rd, 2016. SHI International Corporation, whose bid totaled $31,492.00, submitted the only responsive bid. The other bid, submitted by CDW, totaled $31,117.10, slightly lower than that of SHI’s, but was non-responsive.
This is a one year contract with two annual renewal options requiring City Council approval.
The term of this contract is September 29, 2016 through September 28, 2017.
FISCAL IMPACT:
Sufficient funds are budgeted and available within the Department of Technology’s information services operating budget.
EMERGENCY DESIGNATION:
Emergency action is requested to expedite authorization of this contract in order to facilitate and maintain uninterrupted services from the supplier.
CONTRACT COMPLIANCE:
Vendor: SHI International Corporation (DAX Vendor Account #: 001671)
Contract compliance #: 223009648 Expiration Date: 8/3/2018
Title
To authorize the Director of the Department of Technology to contract with SHI International Corporation to provide Crystal Reports and Business Objects licenses, software maintenance and support services for the Department of Technology; to authorize the expenditure of $31,492.00 from the Department of Technology, Information Services Operating Fund, and to declare an emergency. ($31,492.00)
Body
WHEREAS, the City of Columbus uses Crystal Reports and Business Objects for many things, including the delivery of reports from its Performance Series financial and Accela permitting systems; and
WHEREAS, bids were received via the electronic vendor portal on August 3, 2016 with SHI International Corp. submitting the only responsive bid; and
WHEREAS, the recommendation is to award SHI International Corp. the contract, with the contract term being September 29, 2016 through September 28, 2017 at a cost of $31,492.00; and
WHEREAS, an emergency exists in the 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 contract with SHI International Corp. to provide Crystal Reports and Business Objects licenses, software maintenance and support services for the Department of Technology, for the preservation of the public health, peace, property and safety; now, therefore,
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1: That the Director of the Department of Technology be and hereby is authorized to contract with SHI International Corp. to provide Crystal Reports and Business Objects licenses, software maintenance and support services for the Department of Technology, in the amount of $31,492.00 from September 29, 2016 through September 28, 2017.
SECTION 2: That the expenditure of $31,492.00 or so much thereof as may be necessary is hereby authorized to be expended from: (see attachment 2177-2016 EXP)
Dept./Div.: 47 02| Fund 5100 | Sub fund: 510001| Object Class: 03| Main Account: 63945| Program: IT005| Section 3: 470201 | Section 4: IT03| Amount: $5,655.00|
Dept./Div.: 47 02| Fund 5100 | Sub fund: 510001| Object Class: 03| Main Account: 63946| Program: IT005| Section 3: 470201 | Section 4: IT03| Amount: $25,837.00|
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 for the reason 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.