Explanation
BACKGROUND:
This ordinance authorizes the Director of the Department of Technology to enter into year five of a five year agreement with Lucity, Inc., for annual support and maintenance (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 four 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 0477-2017 passed March 13, 2017 (Purchase Order - PO052420). This ordinance will authorize year five (final year) for the maintenance and support fees (ASM) for the coverage period from March 1, 2018 through February 28, 2019, at a cost of $43,000.00.
Lucity, Inc.is the sole distributor and reseller of the Lucity software suite and the associated Annual Support & Maintenance in the U.S. Therefore, this ordinance is being submitted in accordance with the provisions of sole source procurement of the City of Columbus Code, Chapter 329.
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 2016 and 2017, $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 for this ordinance in the amount of $43,000.00 is budgeted and available within the Department of Technology, Information Services Operating Fund. The aggregate contract total including this request is $626,295.00.
CONTRACT COMPLIANCE:
Vendor Name: Lucity, Inc. C.C.#: 48-1234072 Expiration Date: 01/25/2020
(DAX Vendor Record # 008935)
Title
To authorize the Director of the Department of Technology (DoT) to enter into the fifth and final year of a five year agreement in accordance with sole source provisions of the Columbus City Code with Lucity, Inc., for annual support and maintenance for 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 four of the five year agreement with Lucity, Inc., for annual support and maintenance (ASM) on the work order management system was authorized by ordinance 0477-2017 passed March 13, 2017 (Purchase Order - PO052420); and
WHEREAS, this ordinance authorizes the Director of the Department of Technology to enter into the fifth and final 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 fifth and final year of maintenance and support services is $43,000.00, for the term period from March 1, 2018 through February 28, 2019; and
WHEREAS, Lucity, Inc.is the sole distributor and reseller of the Lucity software suite and the associated Annual Support & Maintenance in the U.S. Therefore, this ordinance is being submitted in accordance with the provisions of sole source procurement of the City of Columbus Code, Chapter 329; 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 fifth and final 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 five 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, 2018 through February 28, 2019, 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 0270-2018 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. Lucity, Inc.is the sole distributor and reseller of the Lucity software suite and the associated Annual Support & Maintenance in the U.S. Therefore, this ordinance is being submitted in accordance with the provisions of sole source procurement of the City of Columbus Code, Chapter 329.
SECTION 4. 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 5. 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 6. 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.