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File #: 0504-2020    Version: 1
Type: Ordinance Status: Passed
File created: 2/19/2020 In control: Technology Committee
On agenda: 3/16/2020 Final action: 3/19/2020
Title: To authorize the Director of the Department of Technology and the Director of the Department of Public Utilities to continue an annual agreement with Labworks, LLC., for maintenance and support of the Laboratory Information Management System (LIMS); in accordance with sole source procurement provisions of Chapter 329 of the Columbus City Code; to authorize the expenditure of $55,341.00 from the Department of Technology, Information Services Operating Fund. ($55,341.00)
Attachments: 1. 2020 Labworks sole source letter, 2. 2020 Labworks LLC quote document, 3. Sole Source Form Ord. No. 0504-2020 LIMS, 4. 0504-2020 EXP

Explanation

 

BACKGROUND:

This ordinance will authorize the Directors of the Departments of Technology and Public Utilities to continue the annual agreement with Labworks, LLC, for the maintenance and support of the Laboratory Information Management System (LIMS).  The original agreement (EL008929) was authorized by ordinance 1738-2008, passed November 24, 2008.  The agreement was most recently continued under the authority of ordinance 0570-2019, passed March 18, 2019, establishing PO171987, for software maintenance and support services.  This contract agreement will provide software maintenance and support services for the term period June 1, 2020 through May 31, 2021, at a cost of $55,341.00.

 

LIMS enables the Division of Sewer and Drainage (DOSD) and the Division of Water (DOW) to manage water quality sample information, incorporate input from plant operations data sources, track over 79,000 tests on 16,000 different samples annually, and transfer approved results to end users automatically.  The LIMS system allows DOSD and DOW to satisfy their regulatory reporting requirements more efficiently.  This annual maintenance and support agreement is needed to provide for updated LIMS software and access to LIMS technical support.  Without this agreement, the City would need to pay a substantially higher new license fee to obtain the latest version of LIMS software, and would be unable to resolve problems with the software requiring LIMS technical support.

 

This ordinance also requests approval to continue services provided by Labworks, LLC., Inc. in accordance with sole source procurement provisions of Chapter 329 of the Columbus City Code; as it has been determined Labworks, LLC. is the sole distributor of LIMS, and does not utilize distributors or re-sellers due to the complex nature of its product.

 

FISCAL IMPACT:

In 2018 and 2019, $52,194.00 and $54,792.00 respectively was legislated for software maintenance and support services to support the Laboratory Information Management System (LIMS). This year (2020), this ordinance will authorize the expenditure of $55,341.00 bringing the aggregate total to $1,094,682.00. Funds have been identified and are available within the Department of Technology, Information Services Operating Fund.

 

CONTRACT COMPLIANCE:

Vendor Name: Labworks, LLC;                          CC#: 81-0852512;                           Expiration Date:  02/04/2022

(DAX Acct. 017617)

 

Title

 

To authorize the Director of the Department of Technology and the Director of the Department of Public Utilities to continue an annual agreement with Labworks, LLC., for maintenance and support of the Laboratory Information Management System (LIMS); in accordance with sole source procurement provisions of Chapter 329 of the Columbus City Code; to authorize the expenditure of $55,341.00 from the Department of Technology, Information Services Operating Fund. ($55,341.00)

 

Body

 

WHEREAS, this ordinance will authorize the Directors of the Departments of Technology and Public Utilities to continue the annual agreement with Labworks, LLC, for the maintenance and support of the Laboratory Information Management System (LIMS), for a coverage term period from June 1, 2020 through May 31, 2021, at a total cost of $55,341.00; and

 

WHEREAS, the original agreement (EL008929) was authorized by ordinance 1738-2008, passed November 24, 2008.  The agreement was most recently continued under the authority of ordinance 0570-2019, passed March 18, 2019, establishing PO171987, for software maintenance and support services; and

 

WHEREAS, this annual maintenance and support agreement is needed to provide for updated LIMS software and access to LIMS technical support.  Without this agreement, the City would need to pay a substantially higher new license fee to obtain the latest version of LIMS software, and would be unable to resolve problems with the software requiring LIMS technical support; and

 

WHEREAS, this agreement is being established in accordance with the sole source provisions of the Columbus City Code, Chapter 329; and

 

WHEREAS,  it has become necessary in the usual daily operation of the Departments of Technology and Public Utilities to authorize the Directors to continue an annual agreement for maintenance and support on the LIMS with Labworks, LLC., to avoid interruption of service, thereby preserving the public health, property, peace, 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 and the Director of the Department of Public Utilities are hereby authorized to continue an annual agreement with Labworks, LLC, for the software maintenance and support of the Laboratory Information Management System (LIMS), for a term period from June 1, 2020 through May 31, 2021, at a total cost of $55,341.00.

 

SECTION 2.   That the expenditure of $55,341.00 or so much thereof as may be necessary is hereby authorized to be expended from (see attachment 0504-2020 EXP):

 

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: IT1308 {Electricity}|Amount: $3,375.80|

 

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: IT1309 {Water}|Amount: $21,472.31|

 

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: IT1310 {Sanitary Sewer} |Amount: $24,073.33|

 

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: IT1311 {Storm Sewer} |Amount: $6,419.56|

 

SECTION 3.  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 4. 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 5. That this agreement is being established in accordance with the sole source provisions of the Columbus City Code, Chapter 329.

 

SECTION 6. That this ordinance shall take effect and be in force from and after the earliest period allowed by law.