Explanation
BACKGROUND:
This ordinance authorizes the Director of the Department of Technology to enter into a contract with Avante Solutions, Inc. for Cherwell Service Management ($57,776.50) software licensing maintenance and support services at a total cost of $57,776.50 for the coverage term period from February 01, 2021 through January 31, 2022. DoT solicited bids via RFQ016850 closing 11/9/2020 at 11:00am, receiving one response, Avante Solutions, Inc. To that end, this ordinance authorizes the Director of the Department of Technology to enter into a contract with Avante Solutions, Inc. for the purchase of Cherwell Service Management software licensing and maintenance and support, at the cost of $57,776.50 for one year, with the option for two additional one-year renewals. This term will be a one year term starting on the date 02/01/2021. Annual increases for year two and year three, after the initial term, will not increase. Annual increases after the initial three year term will be capped at 7%. Any additional licenses and support for the first term will be $6,480.00 for each license during the first term, with annual increases after the initial term capped at 7%.
FISCAL IMPACT:
The funds for this expenditure have been identified and are available within the Department of Technology, Information Services Division, operating funds.
EMERGENCY:
Vendor Name: Emergency designation is being requested for this purchase to continue with services that are necessary to support daily operation activities, to ensure no service interruption, and to establish a purchase order at the earliest possible date in 2020.
CONTRACT COMPLIANCE:
Avante Solutions, Inc F.I.D. #/:36-4314249 Expiration Date: 03/20/2021
(DAX Vendor Acct. #:022013)
Title
To authorize the Director of the Department of Technology to enter into contract and establish a purchase order with Avante Solutions, Inc. for the renewal of Cherwell Service Management software licenses and support; and to authorize the expenditure of $57,776.50 from the Department of Technology, Information Services Operating Fund, and to declare an emergency. ($57,776.50)
Body
WHEREAS, DoT solicited bids publishing RFQ016850, receiving 1 responsive bid; and
WHEREAS, DoT determined Avante Solutions, Inc. offered the lowest, most responsive, responsive and best bid; and
WHEREAS, it is necessary to authorize the Director of the Department of Technology to enter into contract with Avante Solutions, Inc. for the purchase of Cherwell Service Management software licensing maintenance and support services, for term period of one year beginning 2/1/2021 to 1/31/2022, at a cost of $57,776.50; subject to mutual agreement and approval of the proper City authorities, this agreement can be renewed for two (2) more additional one (1) year terms; 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 to enter into contract with Avante Solutions, Inc. for the renewal of Cherwell Service Management software licenses and support to ensure timely delivery of the product, 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 be and is hereby authorized to enter into contract with Avante Solutions, Inc. for the renewal of Cherwell Service Management software licenses and support. The term period for the contract shall be 2/1/2021 to 1/31/2022, at a total cost of ($57,776.50). Subject to mutual agreement and approval of the proper City authorities, this agreement can be renewed for two (2) additional one (1) year terms.
SECTION 2: That the expenditure of ($57,776.50), or so much thereof as may be necessary, is hereby authorized to be expended from: (See attachment: 2809-2020 EXP)
Dept.: 47 | Div.: 47-02 | Obj. Class: 03 | Main Account: 63946 | Fund: 5100 | Sub-fund: 510001
| Program: IT005 | Section 3: N/A | Section 4: N/A | Section 5: N/A | Project Code: N/A| Optional Field: N/A | Planning Area: Citywide | Amount: $57,776.501
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 appropriated, 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.