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File #: 1850-2017    Version: 1
Type: Ordinance Status: Passed
File created: 7/3/2017 In control: Technology Committee
On agenda: 7/24/2017 Final action: 7/26/2017
Title: To authorize the Director of the Department of Technology to establish a contract 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 $30,960.00 from the Department of Technology, Information Services Operating Fund; and to declare an emergency. ($30,960.00)
Attachments: 1. 1850-2017 Key Tracer Sole Source Form 2017, 2. 1850-2017 Key Tracer 2017 - Sole Source Letter, 3. 1850-2017 EXP, 4. 1850-2017 - Key Tracer 2017 - City of Columbus - Extended Warranty Agreement - Quote PSC4 - May 23 2017
Explanation

BACKGROUND:

This ordinance authorizes the Director of the Department of Technology, on behalf of the Department of Public Utilities (DPU), to establish a contract 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 period August 16, 2017 to August 15, 2018 at a cost of $30,960.00.

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, 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 under (EL015195).

This ordinance is being submitted in accordance with sole source procurement provisions of Chapter 329 of the Columbus City Code to continue services provided by Canadian Time Systems (dba Key Tracer Systems Inc.) 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 2016, $22,480.00 was authorized to be expended for maintenance and support of the Key Tracer System under ordinance 1749-2016. This ordinance will authorize the expenditure of $30,960.00. 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. #: 98-06...

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