Explanation
BACKGROUND:
This ordinance will authorize the Directors of the Departments of Technology and Public Utilities to continue the annual contract agreement with Labworks, LLC, for the maintenance and support of the Laboratory Information Management System (LIMS). The original agreement (EL008929) was authorized by ordinance 1738-2008, passed November 24, 2008. The agreement was most recently continued under the authority of ordinance 0985-2016, passed June 27, 2016, through PO017807 with a modification authorized under ordinance 1641-2016 through PO038979, for license, maintenance and support and professional services passed November 7, 2016. This contract agreement will provide software maintenance and support services for the term period June 1, 2017 through May 31, 2018 at a cost of $51,006.00.
LIMS enables the Division of Sewer and Drainage (DOSD) and the Division of Water (DOW) to manage water quality sample information, incorporate input from plant operations data sources, track 79,000 tests on 16,000 different samples annually, and transfer approved results to end users automatically. The LIMS system allows DOSD and DOW to satisfy their regulatory reporting requirements more efficiently. This annual maintenance and support agreement is needed to provide for updated LIMS software and access to LIMS technical support. Without this agreement, the City would need to pay a substantially higher new license fee to obtain the latest version of LIMS software, and would be unable to resolve problems with the software requiring LIMS technical support.
This ordinance also requests approval to continue services provided by Labworks, LLC., Inc. in accordance with sole source procurement provisions of Chapter 329 of the Columbus City Code; as it has been determined Labworks, LLC. is the sole distributor of LIMS, and does not utilize distributors or re-sellers due to the complex nature of its product.
FISCAL IMPACT:
In 2015 and 2016, $49,731.00 for each year was legislated for software maintenance and support services to support the Laboratory Information Management System (LIMS). This year (2017), passage of this ordinance will authorize the expenditure of $51,006.00 bringing the aggregate total to $932,355.00. Funds have been identified and are available within the Department of Technology, Information Services Operating Fund.
CONTRACT COMPLIANCE:
Vendor Name: Labworks, LLC; CC#: 81-0852512; Expiration Date: 5/10/19
(DAX Acct. 017617)
Title
To authorize the Director of the Department of Technology and the Director of the Department of Public Utilities to continue an annual agreement with Labworks, LLC., for maintenance and support of the Laboratory Information Management System (LIMS); in accordance with sole source procurement provisions of Chapter 329 of the Columbus City Code; to authorize the expenditure of $51,006.00 from the Department of Technology, Information Services Operating Fund. ($51,006.00)
Body
WHEREAS, this ordinance will authorize the Directors of the Departments of Technology and Public Utilities to continue the annual contract agreement with Labworks, LLC, for the maintenance and support of the Laboratory Information Management System (LIMS), for a term period from June 1, 2017 through May 31, 2018, at a total cost of $51,006.00; and
WHEREAS, the original agreement (EL008929) was authorized by ordinance 1738-2008, passed November 24, 2008. The agreement was most recently continued under the authority of ordinance 0985-2016, passed June 27, 2016, through purchase order PO017807; and
WHEREAS, this annual maintenance and support agreement is needed to provide for updated LIMS software and access to LIMS technical support. Without this agreement, the City would need to pay a substantially higher new license fee to obtain the latest version of LIMS software, and would be unable to resolve problems with the software requiring LIMS technical support; and
WHEREAS, this agreement is being established in accordance with the sole source provisions of the Columbus City Code, Chapter 329; and
WHEREAS, it is necessary for the Directors of the Departments of Technology and Public Utilities to enter into an annual contract for maintenance and support on the LIMS with Labworks, LLC., to avoid interruption of service, thereby preserving the public health, property, peace, 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 and the Director of the Department of Public Utilities are hereby authorized to continue an annual agreement with Labworks, LLC, for the maintenance and support of the Laboratory Information Management System (LIMS), for a term period from June 1, 2017 through May 31, 2018, at a total cost of $51,006.00.
SECTION 2. That the expenditure of $51,006.00 or so much thereof as may be necessary is hereby authorized to be expended from (see attachment 1081-2017 EXP):
Dept.: 47| Div.: 47-01|Obj Class: 03 |Main Account: 63946| Fund: 5100|Sub-fund: 510001|Program: CW001|Section 3: 470104| Section 4: IS02|Section 5: IT1308 {Electricity}|Amount: $3,111.37|
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: $19,790.32|
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: $22,187.61|
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: $5,916.70|
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 this agreement is being established in accordance with the sole source provisions of the Columbus City Code, Chapter 329.
SECTION 6. This ordinance shall take effect and be in force from and after the earliest period allowed by law.