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File #: 0434-2017    Version: 1
Type: Ordinance Status: Passed
File created: 2/13/2017 In control: Technology Committee
On agenda: 3/13/2017 Final action: 3/16/2017
Title: To authorize the Director of the Department of Technology (DoT) to renew an agreement with Asysco, Inc. for software licensing, maintenance, and support services for the criminal history system; to authorize the expenditure of $25,502.50 from the Department of Technology, Information Services Operating Fund; and to declare an emergency. ($25,502.50)
Attachments: 1. 0434-2017 Quote - ASYSCO 2017, 2. 0434-2017 Renewal Letter - ASYSCO 2017, 3. 0434-2017 EXP

Explanation

 

BACKGROUND:

This ordinance authorizes the Director of the Department of Technology, on behalf of the Department of Public Safety, Division of Police to renew an agreement with Asysco, Inc for software licensing, maintenance, and support services for the criminal history system. The original agreement (EL014042) was authorized by ordinance 0326-2013, passed March 4, 2013, in award of solicitation SA004601.  That agreement included four (4) options to renew annual software licensing, maintenance, and support, and this ordinance will authorize the fourth and final renewal.  The most recent renewal was authorized by ordinance 0293-2016, passed February 22, 2016, through purchase order PO007900.  The term of this renewal will be from March 15, 2017 to March 14, 2018, and will provide service at a cost of $25,502.50 for the software license fee, maintenance, and support.

 

EMERGENCY: 

Emergency action is requested to expedite authorization of these contracts in order to facilitate and maintain uninterrupted services from the suppliers.

 

FISCAL IMPACT:

In 2015 and 2016, funding in the amount of $25,000.00 and $25,250.00 respectively, was expended with Asysco, Inc. for software licensing, and maintenance and support services for the criminal history system. Passage of this 2017 ordinance will authorize the expenditure of $25,502.50, for the annual renewal of software licensing, maintenance, and support services for the criminal history system.  Funding in the mount of $31,600.00 was budgeted within the Department of Technology, direct charge agency, Information Services Operating Fund. The budgetary savings will be used to offset potential funding shortfalls on other contracts.   With this renewal, the aggregate contract total amount is $336,573.92. 

 

CONTRACT COMPLIANCE:  

Vendor Name: Asysco, Inc.        F.I.D.#/C.C.#:   73-1626119        Expiration Date: 02/01/2018

DAX Vendor Acct.#:009992

 

Title

To authorize the Director of the Department of Technology (DoT) to renew an agreement with Asysco, Inc. for software licensing, maintenance, and support services for the criminal history system; to authorize the expenditure of $25,502.50 from the Department of Technology, Information Services Operating Fund; and to declare an emergency. ($25,502.50)

 

Body

 

WHEREAS, it is necessary to authorize the Director of the Department of Technology, on behalf of the Department of Public Safety, Division of Police, to renew an agreement with Asysco, Inc. for software licensing, maintenance, and support services for the criminal history system; and

 

WHEREAS, the original agreement (EL014042) was authorized by ordinance number 0326-2013, passed March 4, 2013, in award of solicitation SA004601.  That agreement included four (4) options to renew annual software licensing, maintenance, and support, with the most recent renewal authorized by ordinance 0293-2016, passed February 22, 2016, through purchase order PO007900.

 

WHEREAS,  this ordinance will authorize the fourth renewal for the term period from March 15, 2017 to March 14, 2018 at a cost of $25,502.50 for the software license fee and support; and 

 

WHEREAS, an emergency exists in the daily operation of the Department of Public Safety in that it is immediately necessary to authorize the Director of the Department of Technology, on behalf of the Department of Public Safety to renew an agreement with Asysco, Inc., for software licensing, maintenance, and support for the criminal history system, 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), on behalf of the Department of Public Safety, Division of Police, be and is hereby authorized to renew an agreement with Asysco, Inc. located at (403 Westpark Court, Suite 140, Peachtree City, Georgia 30269) for software licensing, maintenance, and support services for the criminal history system.  The term of this renewal will be from March 15, 2017 to March 14, 2018, and will provide service at a cost of $25,502.50, which includes a software license fee and software maintenance and support.

 

SECTION 2: That the expenditure of $25,502.50 or so much thereof as may be necessary is hereby authorized to be expended from: (see attachment 0434-2017 EXP):

 

Dept: 47 |Div.: 47-01|Obj Class: 03 |Main Account: 63946|Fund: 5100 |Sub-fund:510001|Program: CW001|Section 3:470104| Section 4:IS01|Section 4: IT1215{Police}| ||Amount: $25,502.50| {software licensing, maintenance, and support}

 

 

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 for reasons stated in the preamble hereto, which is hereby made a part hereof, this ordinance is 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.