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File #: 2008-2018    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 to enter into and to also modify an agreement with Canadian Time Systems (dba Key Tracer Systems Inc.) for extended warranty services, maintenance and support services in accordance with sole source procurement provisions of Chapter 329 of the Columbus City Code; to authorize the expenditure of $29,950.00 from the Department of Technology, Information Services Operating Fund; and to declare an emergency. ($29,950.00)
Attachments: 1. 2008-2018 EXP, 2. Sole Source Form Ord. No. 2008-2018, 3. Key Tracer - Sole Source Letter - April 27_ 2018, 4. Key Tracer - Interem Warranty Agreement - PSC4 - 2018, 5. Key Tracer - Software Hardware Maint Agreement - PSC4 2018
Explanation

BACKGROUND:

This ordinance authorizes the Director of the Department of Technology, on behalf of the Department of Public Utilities (DPU), to enter into a contract agreement 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, 2018 to August 15, 2019 at a cost of $28,710.00.

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 electronic key management system was originally procured by solicitation SA005016 and the original agreement (EL015195) was authorized by ordinance 2422-2013, passed December 16, 2013. The contract agreement was most recently authorized under the authority of Ordinance 1850-2017 passed by City Council on July 24, 2017 through purchase order PO076487.

This ordinance will also authorize the Director of the Department of Technology, on behalf of the Department of Public Utilities (DPU), to modify the contract agreement with Canadian Time Systems (dba Key Tracer Systems Inc.) for additional maintenance, support and extended warranty services on the electronic key management system, in the amount of $1,240.00. The coverage term period is from March 10, 2018 through August 15, 2019 and co-terms the warranty of new equipment that was purchased in line with the annual maintenance and support coverage term period.

1. Amount of additional funds to be expended: $1,240.00
Original contract amount: $174,085.00
Maintenance and support agreement (via Ord. 1749-2016): $22,480.00
Modification #1 (Ord. 2753-2016): $30,650.00
Maintenance and support agreement (Ord. 1850-2017): ...

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