Explanation
Background:
This legislation authorizes the Director of the Department of Finance and Management, for the Department of Technology, on behalf of the Public Service Department - Transportation Division, to establish a purchase order for the Microsoft 2007 licenses from Software House International Inc (SHI) for approximately 295 users. As there are two different Microsoft Office releases currently in use, this purchase will allow the Transportation Division to standardize the licenses, will allow for the migration of all users to the same version, will ensure that all users within the Division can easily exchange documents, and receive additional functionality that will enhance daily operational performances. This purchase is needed prior to the end of December 2008.
The Department of Technology (DoT) exercised due diligence, utilizing services provided by the Purchasing Office, by completing the competitive bid process to comply with Columbus City Code Section 329. Through this process, formal bid information and documents were prepared and posted on the City's solicitation web site (Vendor Services - bid # SA003099), advertised in the City Bulletin on November 1, 2008 with a publish date of October 27, 2008. Out of this process, approximately eighty-six vendors were electronically contacted, with various registration certifications ( MBR - Minority Business Registered, M1A-Minority, F1-Female and Majority). On November 6, 2008 the Purchasing Office received and opened (1) one bid from Software House International Inc. (SHI), with a total amount of $95,863.10. Upon completion of reviewing the bid, it was recommended that the award be made to Software House International Inc. (SHI), in the amount of $95,863.10, as their bid was deemed responsive, responsible and best bidder per specification.
This company is not debarred according to the Federal excluded parties listing or prohibited from being awarded a contract according to the Auditor of State unresolved findings for recovery certified search.
Fiscal Impact: This is the first time that the Department of Technology has made a purchase, for the Public Service Department, with respect to 2007 Microsoft licenses from Software House International Inc. (SHI). Funds for this purchase, totaling $95,863.10 have been identified and are available within the 2008 Department of Technology's Information Services Fund.
Emergency Designation:
This ordinance is submitted as an emergency measure to allow funding to be available to cover the necessary purchase prior to December 2008 and to continue with services that are necessary to support daily operation activities.
Contract Compliance:
Software House International Inc. (SHI) CC #: 223009648 Expiration Date: 11/19/2009
Title
To authorize the Director of the Department of Finance and Management, for the Department of Technology, on behalf of the Public Service Department - Transportation Division, to establish a purchase order for Microsoft licenses from Software House International Inc (SHI); to authorize the expenditure of $95,863.10 from the Department of Technology's Information Services Fund; and to declare an emergency. ($95,863.10)
Body
WHEREAS, this legislation authorizes the Director of the Department of Finance and Management, for the Department of Technology, on behalf of the Public Service Department - Transportation Division, to establish a purchase order for 2007 Microsoft licenses from Software House International Inc (SHI) for approximately 295 users; and
WHEREAS, this purchase will allow the Transportation Division to standardize the licenses, will allow for the migration of all users to the same version, will ensure that all users within the Division can easily exchange documents, and receive additional functionality that will enhance daily operational performances; and
WHEREAS, the Department of Technology exercised due diligence by undergoing a formal bid process, completed by the Purchasing Office, in compliance with Columbus City Code Section 329; 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 of the Department of Finance and Management to establish a purchase order to continue with services that are necessary to support daily operation activities; 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: The Director of the Department of Finance and Management, for the Department of Technology, on behalf of the Public Service Department - Transportation Division, is hereby authorized to establish a purchase order for the Microsoft 2007 licenses from Software House International Inc (SHI) for approximately 295 users, in the amount of $95,863.10.
SECTION 2: That the expenditure of $95,863.10 or so much thereof as may be necessary is hereby authorized to be expended from:
Div.: 47-01|Fund: 514|SubFund:265|OCA Code: 514265|Obj. Level 1: 03|Obj. Level 3: 3358|Amount: $82,148.90
Div.: 47-01|Fund: 514|SubFund: 599|OCA Code: 514599|Obj. Level 1: 03|Obj. Level 3: 3358|Amount: $13,714.20
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 for the reasons stated in the preamble hereto, which is hereby made a part hereof, this ordinance is hereby declared to be 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.