Title
Resolution Authorizing a Software and Hardware Maintenance and Repair Agreement with Tech Logic, Inc.
Body
Department: Library
Council District: All
Public Hearing: N/A
Advertising Date/By: N/A
Contact 1 and Phone: Brigitte Blanton, Director 373-2716
Contact 2 and Phone: Dena Keesee, Administrative Support Specialist 373-2698
PURPOSE:
The Libraries Department has owned its current proprietary system since 1998 to automate book processing for the Libraries. The Library wishes to extend the existing software and hardware maintenance agreement, which also covers repairs, with the firm Tech Logic. Under current City policy, IT maintenance agreements may be let on an evergreen basis, however, due to the age of the system and equipment, the Library wishes to execute a five year agreement that includes annual increases. The estimated value of the agreement exceeds $100,000, which requires City Council approval.
BACKGROUND:
A contract for these services has been in place and renewed annually since the 1990s. The Department and vendor anticipate the system will be used for an additional five years and plan to enter into an agreement to cover annual maintenance and repair services for this duration. Repairs are billable at $225 per hour for the duration of the contract. The annual repair cost is estimated at but not limited to, $1,000 annually. A MWBE Program Waiver is attached.
The rates for the contract over the five-year term are as follows:
Annual Software/ Est. Annual Est.
Hardware Repair Total
Year Maintenance Fee Taxes Allowance Cost
2016-17 $21,944 $1,481.22 $1,000 $24,395.22
2017-18 $22,822 $1,540.49 $1,000 $25,362.49
2018-19 $23,741 $1,602.52 $1,000 $26,343.52
2019-20 $24,691 $1,666.64 $1,000 $27,357.64
2020-21 $25,679 $1,733.33 $1,000 $28,412.33
TOTALS $118,877 $7,994.20 $5,000 $131,871.20
BUDGET IMPACT:
The total contract value for the current fiscal year is estimated at $24,395.22 including sales tax and repair allowance; the total value of the five year contract is estimated at $131,871.20. Funds for the current fiscal year are available in the annual budget. Future funding is subject to City Council approval through the Annual Budget process.
RECOMMENDATION / ACTION REQUESTED:
City Council approval of a resolution authorizing a software and hardware maintenance and repair agreement for Greensboro Public Library’s Tech Logic System is requested.