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File #: 0477-2017    Version: 1
Type: Ordinance Status: Passed
File created: 2/17/2017 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 enter into the fourth year of a five year agreement with Lucity, Inc., for annual support and maintenance fees (ASM) on a work order management system; to authorize the expenditure of $43,000.00 from the Department of Technology, Information Services Operating Fund, and to declare an emergency ($43,000.00).
Attachments: 1. Lucity ASM Cost Sheet.pdf, 2. 0477-2017 CityofColumbusOHASM2017-87640, 3. 0477-2017 EXP

Explanation

 

BACKGROUND:

This ordinance authorizes the Director of the Department of Technology to enter into year four of a five year agreement with Lucity, Inc., for annual support and maintenance fees (ASM) on a work order management system currently utilized by the Departments of Public Service, Finance and Management, and Recreation and Parks. The original agreement (EL013745) was authorized by ordinance 2278-2012, passed November 12, 2012 and included the first year of ASM fee for the term period of March 1, 2014 through February 28, 2015.  Most recently, year three of the five year agreement with Lucity, Inc., for annual support and maintenance fees (ASM) on the work order management system was authorized by ordinance 0201-2016 passed February 22, 2016 (PO005808).  This ordinance will authorize year four for the maintenance and support fees (ASM) for the coverage period from March 1, 2017 through February 28, 2018, at a cost of $43,000.00. 

 

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 2015 and 2016 $43,000.00 for each year was expended on the support and maintenance fees (ASM) for the enterprise work order system with Lucity, Inc.  Funding in the amount of $23,625 was budgeted in each agencies direct charge budget (Facilities Management and DPS-Trans Infrastructure) totaling $47,250.00 to cover their portion of the $43,000.00 annual cost within the Department of Technology, Information Services Operating Fund. The budgetary savings will be used to offset potential funding shortfalls on other contracts.   The aggregate contract total including this request is $583,295.00. 

 

CONTRACT COMPLIANCE:  

Vendor Name:   Lucity, Inc.            C.C.#:  48-1234072                Expiration Date: 08/26/2017

(DAX Vendor Record # 008935)

            

Title

To authorize the Director of the Department of Technology (DoT) to enter into the fourth year of a five year agreement with Lucity, Inc., for annual support and maintenance fees (ASM) on a work order management system; to authorize the expenditure of $43,000.00 from the Department of Technology, Information Services Operating Fund, and to declare an emergency ($43,000.00).

 

Body

 

WHEREAS, the original agreement (EL013745) was authorized by ordinance 2278-2012, passed November 12, 2012; and year three of the five year agreement with Lucity, Inc., for annual support and maintenance fees (ASM) on a work order management system was most recently authorized by ordinance 0201-2016 passed February 22, 2016 (PO005808); and

 

WHEREAS, this ordinance authorizes the Director of the Department of Technology to enter into the fourth year of the five year agreement with Lucity, Inc., for annual support and maintenance fees (ASM) on the work order management system currently utilized by the Departments of Public Service, Finance and Management, and Recreation and Parks.  The cost for the fourth year of maintenance and support is $43,000.00 for the term period from March 1, 2017 through February 28, 2018; and

 

WHEREAS, an emergency exists in the usual daily operation of the Department of Technology in that it is immediately necessary to authorize the Director of Technology to enter into the fourth year of a five year agreement with Lucity, Inc., for annual support and maintenance fees (ASM) on a work order management system currently utilized by the City of Columbus, 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 (DoT) be and is hereby authorized to enter into year four of a five year agreement with Lucity, Inc., for annual support and maintenance fees (ASM) on the enterprise work order management system for the coverage period from March 1, 2017 through February 28, 2018, at a cost of $43,000.00.         

 

SECTION 2.  That the expenditure of $43,000.00 or so much thereof as may be necessary is hereby authorized to be expended from: (see attachment 0477-2017 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 5: IT1219 {Facilities Mgmt}|Amount: $21,500.00| {Lucity Maintenance & Support}

 

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: IT1316 {DPS-Trans Infrastructure}|Amount: $21,500.00| {Lucity Maintenance & Support}

 

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 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.