Explanation
BACKGROUND:
This legislation will authorize the Director of Finance and Management, on behalf of the Department of Technology, for various departments (Building and Zoning Services, the Health Department, Public Utilities, Public Service, Department of Development and the Department of Technology), to establish a purchase order with Prime AE Group, Inc., a dealer of Hyland OnBase Software, utilizing a State of Ohio, State Term Schedule (STS033), # 533272-3-6, expiration date 3/31/2021, for maintenance and support for the coverage term period of January 1, 2019 to December 31, 2019, at a total cost of $102,709.19. Ordinance 582-87 authorizes the City of Columbus to purchase from cooperative purchasing contracts which are not bid, but negotiated contracts. The agreement was most recently renewed by Ordinance No. 3088-2017, passed December 11, 2017, establishing purchase order (PO112195).
EMERGENCY:
Emergency action is requested to expedite authorization of this contract in order to facilitate and maintain uninterrupted services from the supplier for critical technology services.
CONTRACT COMPLIANCE:
Vendor: Prime AE Group, Inc.; C.C #: 26-0546656; Expiration Date: 09/21/2019
DAX Vendor Acct. #: 002102
FISCAL IMPACT:
In 2016 and 2017 the Department of Technology legislated $319,116.27 and $89,750.38 with Prime AG Group, Inc. for system implementation, software licenses, professional services, and maintenance and support services. The total cost for the services identified within this ordinance (2018) is $102,709.19. Funds have been identified and are budgeted within the Department of Technology ( direct charge agencies budget), Information Services Division, Information Services Operating Fund.
Title
To authorize the Director of Finance and Management, on behalf of the Department of Technology (DoT), to establish a purchase order for various City Departments including the Department of Technology for maintenance and support services from Prime AE Group, Inc., a dealer of Hyland OnBase Software, utilizing a State of Ohio, State Term Schedule; to authorize the expenditure of $102,709.19 from the Department of Technology, Information Services Division, Information Services Operating Fund; and to declare an emergency. ($102,709.19)
Body
WHEREAS, this ordinance authorizes the Director of Finance and Management, on behalf of the Department of Technology (DoT), to establish a purchase order for various City Departments with Prime AE Group, a dealer of Hyland OnBase Software, utilizing a State of Ohio, State Term Schedule (STS033), # 533272-3-6, expiration date 3/31/2021, for maintenance and support services, for the coverage term period of January 1, 2019 to December 31, 2019, at a total cost of $102,709.19; and
WHEREAS, the agreement was most recently renewed by Ordinance No. 3088-2017, passed December 11, 2017, establishing purchase order (PO112195); and
WHEREAS, the use of this Ohio Department of Administrative Services Cooperative Contract is authorized by Ordinance 582-87; and
WHEREAS, an emergency exists in the usual and daily operation of the Department of Technology in that it is immediately necessary to authorize the Director of Finance and Management, on behalf of the Department of Technology to establish a purchase order with Prime AE Group, Inc. using a State of Ohio, State Term Schedule in order to facilitate and maintain uninterrupted services for maintenance and support services, 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 Finance and Management, on behalf of the Department of Technology (DoT), be and is hereby authorized to establish a purchase order for maintenance and support services for various City Departments from Prime AE Group, a dealer of Hyland OnBase Software, utilizing a State of Ohio, State Term Schedule (STS033), # 533272-3-6, expiration date 3/31/2021, in the amount of $102,709.19, for the coverage term period from January 1, 2019 through December 31, 2019.
SECTION 2. That the expenditure of $102,709.19 or so much thereof as may be necessary is hereby authorized to be expended from: (See Attachment: (3197-2017 EXP)
Maintenance and Support:
Dept.: 47| Div.: 4702|Obj Class: 03|Main Account: 63946|Fund: 5100|Sub-fund: 510001|Program: IT005|Section 3: 470201| Section 4: IT03|Section 5: N/A {Information Services Division} |Amount: $15,798.49|
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: IT1211 {Development Director} |Amount: $612.59|
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 {Health} |Amount: $10,688.15|
Dept.: 47| Div.: 4701|Obj Class: 03|Main Account: 63946|Fund: 5100|Sub-fund: 510001|Program: CW001|Section 3: 470104| Section 4: IS02|Section 5: IT1303 {Building and Zoning Services} |Amount: $60,356.61|
Dept.: 47| Div.: 4701|Obj Class: 03|Main Account: 63946|Fund: 5100|Sub-fund: 510001|Program: CW001|Section 3: 470104| Section 4: IS02|Section 5: IT1308 {Electricity} |Amount: $548.91|
Dept.: 47| Div.: 4701|Obj Class: 03|Main Account: 63946|Fund: 5100|Sub-fund: 510001|Program: CW001|Section 3: 470104| Section 4: IS02|Section 5: IT1309 {Water} |Amount: $3,491.40|
Dept.: 47| Div.: 4701|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: $3,914.32|
Dept.: 47| Div.: 4701|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: $1,043.82|
Dept.: 47| Div.: 4701|Obj Class: 03|Main Account: 63946|Fund: 5100|Sub-fund: 510001|Program: CW001|Section 3: 470104| Section 4: IS02|Section 5: IT1316 {Public Service- Infrastructure} |Amount: $6,254.90|
SECTION 3. 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 4. That the funds necessary to carry out the purpose of this ordinance are hereby deemed appropriate, and the City Auditor shall establish such accounting codes as necessary.
SECTION 5. 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.