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File #: 2006-2018    Version: 1
Type: Ordinance Status: Passed
File created: 7/5/2018 In control: Technology Committee
On agenda: 7/23/2018 Final action: 7/25/2018
Title: To authorize the Director of the Department of Technology, on behalf of the Department of Columbus Public Health, to enter into a contract for software licensing, maintenance and support services for the SAS statistical license, with SAS Institute Inc. in accordance with the sole source provisions of the Columbus City Codes; to authorize the expenditure of $10,120.00 from the Department of Technology, Information Services Operating Fund; and to declare an emergency. ($10,120.00)
Attachments: 1. 2006-2018 EXP, 2. SAS Sole Source Letter - City of Columbus OH Dept of Technology 2018, 3. 2018 SAS Quote 03739FU, 4. Sole Source Form Ord. No. 2006-2018 SAS

Explanation

 

BACKGROUND:

This ordinance authorizes the Director of the Department of Technology, on behalf of the Columbus Public Health Department, to enter into a contract for software licensing, maintenance and support services for SAS statistical software, provided by SAS Institute, Inc  The most recent executed contract was by authority of ordinance 1750-2017, passed July 17, 2017, through purchase order PO088074. This ordinance will provide for software licensing from August 1, 2018 through July 31, 2019 at a cost of $10,120.00.

This license is utilized by the Office of Assessment & Surveillance at Columbus Public Health to accomplish public health data management, processing, and analysis.  Also, this license provides Columbus Public Health with public health information for decision making and policy development within the city and to external agencies/partners.

Due to the extensive scripts/programs that have already been written using the SAS language and are being used to produce the current data management, processing, and analysis, it is not in the City’s best interests to utilize an alternative data processing and statistical analysis solution.  Switching products would require extensive staff training on a different application's processes and language, thereby decreasing efficiency and work productivity.

 

The SAS Institute is the sole source provider of licenses, so this ordinance is being submitted in accordance with the provisions of sole source procurement of the City of Columbus Code, Section 329.07. 

 

EMERGENCY:

Emergency action is requested to expedite authorization of this contract in order to facilitate and maintain uninterrupted services from the supplier and to establish a purchase order at the earliest possible date.

 

FISCAL IMPACT:

In 2016 and 2017 funds totaling $9,730.00 and $9,920.00 respectively were legislated for software license maintenance and support in accordance with SAS statistical software by SAS Institute Inc.  For this year (2018) the cost of $10,120.00 has been budgeted and is available within the Department of Technology, direct charge agency budget, Information Services Operating Fund.

 

CONTRACT COMPLIANCE:

Vendor:  SAS Institute Inc.                   CC#/F.I.D#:     56-1133017               Expiration Date: 4/26/2020

(DAX Vendor Account #009321)

 

Title

To authorize the Director of the Department of Technology, on behalf of the Department of Columbus Public Health, to enter into a contract for software licensing, maintenance and support services for the SAS statistical license, with SAS Institute Inc. in accordance with the sole source provisions of the Columbus City Codes; to authorize the expenditure of $10,120.00 from the Department of Technology, Information Services Operating Fund; and to declare an emergency. ($10,120.00)

 

Body

WHEREAS, this ordinance authorizes the Director of the Department of Technology on behalf of the Department of Columbus Public Health, to enter into a contract agreement for software licensing, maintenance and support services for the SAS statistical license, with SAS Institute Inc. to provide SAS statistical software for the coverage period August 1, 2018 through July 31, 2019 in the amount of $10,120.00, and   

 

WHEREAS, this software is utilized by the Office of Assessment & Surveillance at Columbus Public Health to accomplish public health data management, manipulation, and analysis.  Also, this software provides Columbus Public Health with public health information for decision making and policy development within the city and to external agencies/partners, and

 

WHEREAS, this contract is being submitted in accordance with the sole source provisions of Chapter 329 of the Columbus City Codes, 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 the Department of Technology to enter into a contract for software licensing, maintenance and support services for the SAS statistical license, for the immediate preservation or 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, on behalf of the Department of Columbus Public Health, be and is hereby authorized to enter into a contract for software licensing, maintenance and support services with SAS Institute Inc., to provide SAS statistical software for a contract coverage period of August 1, 2018 through July 31, 2019, in the amount of $10,120.00.

 

SECTION 2: That the expenditure of $10,120.00 or so much thereof as may be necessary is hereby authorized to be expended from: (see attachment 2006-2018 EXP)

 

Dept.: 47 | Div.: 4701 | Obj Class: 03 | Main Account: 63946 | Fund: 5100 | Sub-fund: 510001 | Program: CW001 | Section 3: 470104 | Section 4: IS01 | Section 5:  IT1225 | Amount: $10,120.00

 

SECTION 3: 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 4: 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 5: That this contract is being established in accordance with the sole source provisions of Chapter 329 of the Columbus City Codes.

 

SECTION 6: That for the reasons stated in the preamble hereto, which is hereby made a part hereof, this ordinance is hereby 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.