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A resolution approving a sole source contract between the Metropolitan Government of Nashville and Davidson County (“Metro”) and AccuImage, LLC to provide maintenance, support, upgrades, and enhancements for Metro’s document management/imaging system.
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WHEREAS, Section 4.12.060 of the Metropolitan Code of Laws authorizes the Metropolitan Purchasing Agent to enter into sole source contracts when the Purchasing Agent determines in writing, according to standards adopted by the Procurement Standards Board, that there is only one source for the supply or services required; and,
WHEREAS, the Purchasing Agent has determined that the services to be provided by AccuImage, LLC meet the requirements for the use of a sole source contract; and,
WHEREAS, the proposed total contract amount is in excess of two hundred fifty thousand dollars ($250,000.00); and,
WHEREAS, Section 4.12.060 of the Metropolitan Code of Laws calls for Council approval by resolution of sole source contracts “with a total contract amount in excess of two hundred fifty thousand dollars ($250,000.00);” and,
WHEREAS, approval of the sole source contract attached hereto will benefit the citizens of Nashville and Davidson County.
NOW THEREFORE, BE IT RESOLVED BY THE COUNCIL OF THE METROPOLITAN GOVERNMENT OF NASHVILLE AND DAVIDSON COUNTY:
Section 1: That the sole source contract between the Metropolitan Government of Nashville and Davidson County and AccuImage, LLC, attached hereto and incorporated herein, is hereby approved.
Section 2: That this resolution shall take effect from and after its adoption, the welfare of the Metropolitan Government of Nashville and Davidson County requiring it.
Agenda Analysis
Analysis
This resolution approves a sole source contract between the Metropolitan Government and Acculmage, LLC, to provide maintenance, support, upgrades, and enhancements for Metro’s document management/imaging system.
Sole source contracts may be awarded under the Metro procurement code when it is determined that there is only one source for the supply or services rendered. Section 4.12.060 of the Metro Code requires all sole source contracts having a total value in excess of $250,000 to be approved by the Council by resolution.
This sole source contract is before the Council for consideration because the estimated value of the contract is $5,000,000. The term of the contract is 60 months, beginning upon approval of all parties and filing with the Metropolitan Clerk’s Office.
According to the sole source justification form approved by the Metro Purchasing Agent, Acculmage, LLC was chosen as the enterprise-wide document management/imaging system in 2002 after a competitive RFP process. This is used throughout Metro, including use by Metro Nashville Public Schools, for the storage and retrieval of multiple record types including invoices, legislation, contract, property records, personnel, engineering records, and others, and this contract includes the electronic Public Access Viewer or “ePAV.” Replacing the unique collection of products provided pursuant to this contract is estimated by the department to cost hundreds of thousands of dollars and would be cost prohibitive to Metro.
Fiscal Note: The estimated value of this sole source contract number 6538559, with Acculmage, LLC, for maintenance, support, upgrades and enhancements for the document management and imaging system is $5,000,000 to be paid from Fund 51137, Business Unit 14521011. However, actual expenses may be paid from various department’s fund and business unit when purchase orders are issued.