Explanation
BACKGROUND:
This legislation authorizes the Director of Finance and Management, on behalf of the Department of Technology (DoT), to establish a purchase order from an existing Universal Term Contract (UTC FL005254, BPO BPCMP46B) with OnX USA LLC, which expires June 30, 2015. The purchase order will provide for new servers and related peripherals (item A on the UTC) to create a new server infrastructure for the city's Geographic Information System (GIS). The UTC provides the city with a minimum 26% discount off the list price of HP servers, and OnX is providing this equipment at a 26% discount. The total cost of this equipment purchase is $107,263.84, discounted by $37,880.16 from the list price of $145,144.00.
This legislation will also authorize the Director of the Department of Technology to enter into an agreement with OARNet/OSU, a non-profit organization, for VMWare software licensing, maintenance and support services needed to operate the new GIS servers. The agreement will provide for sixteen (16) new vSphere licenses at a cost of $20,550.56, and the initial year of software maintenance and support at a cost of $9,089.60. The total cost of the purchase is $29,640.16.
This ordinance also requests to waive the competitive bidding provisions for the VMWare purchase in accordance with section 329 of the Columbus City Code. OARNet pricing discounts for VMWare are greater than can be achieved through the bid process. This has been confirmed most recently through solicitation SO037822, published in July 2011.
These purchases will support the City's Geographic Information Systems' (GIS) new server infrastructure which is replacing an aging infrastructure (more than 6 years old). The city's GIS is currently integrated with 24 applications across the City including mission critical applications such as Accela, 311, Utility dashboard, Public Health's Disease and Vector Control, Warrior Watch, and MyColumbus. The system is also used by about 300 desktop GIS users in nine city departments supporting those departments' missions and operations. Replacing these servers will ensure that the city's GIS is built on a platform powerful and reliable enough to support all GIS related activities and applications.
FISCAL IMPACT:
Approval of this ordinance will allow for the expenditure of $136,904.00. Funding for this project is available within the Department of Technology, Information Services Division, Capital Improvement Bond Fund (Project #: 470047-100005 - Enterprise System Upgrades - GIS ($136,904.00).
CONTRACT COMPLIANCE:
Vendor Name: OnX USA LLC CC#: 27-1445264 Expiration Date: 12/02/2015
Vendor Name: OARnet/OSU CC#: 31-6025986-105 Expiration Date: (Non-Profit Organization)
Title
To authorize the Director of the Department of Finance and Management, on behalf of the Department of Technology, to establish a purchase order with OnX USA LLC for new servers and related peripherals to create a new server infrastructure for the City's Geographic Information System (GIS); to authorize the Director of the Department of Technology to enter into an agreement with OARNet/OSU, for VMWare software licensing, maintenance and support services needed to operate the new servers being purchased; and to authorize the expenditure of $136,904.00 from the Department of Technology, Information Services Division, Capital Improvement Fund. ($136,904.00)
Body
WHEREAS, this legislation authorizes the Director of the Department of Finance and Management, on behalf of the Department of Technology, to establish a purchase order with OnX USA LLC, in the amount of $107,263.84, for new servers and related peripherals to create a new server infrastructure for the city's Geographic Information System (GIS); and
WHEREAS, this legislation also authorizes the Director of the Department of Technology to enter into an agreement with OARNet/OSU, in the amount of $29,640.16, for VMWare software licensing, maintenance and support services needed to operate the new GIS servers. The agreement will provide for sixteen (16) new vSphere licenses at a cost of $20,550.56, and the initial year of software maintenance and support at a cost of $9,089.60; and
WHEREAS, these purchases will support the city's Geographic Information Systems' (GIS) new server infrastructure which is replacing an aging infrastructure (+/-6 year old). The City's GIS is currently integrated with 24 applications across the city including mission critical applications such as Accela, 311, Utility dashboard, Public Health's Disease and Vector Control, Warrior Watch, and MyColumbus; and
WHEREAS, it is necessary for the Director of the Finance and Management Department, on behalf of the Department of Technology, to establish a purchase order with OnX USA, LLC. and also for the Director of the Department of Technology to enter into an agreement with OARNet/OSU to ensure that these projects are not delayed, therefore for the preservation of 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 Finance and Management, on behalf of the Department of Technology, is hereby authorized to establish a purchase order from an existing Universal Term Contract (UTC FL005254, BPO BPCMP46B) with OnX USA, LLC. in the amount of $107,263.84.
SECTION 2. That the Director of the Department of the Department of Technology, is hereby authorized to enter into an agreement with OARNet/OSU, in the amount of $29,640.16, for VMWare software licensing, maintenance and support services needed to operate the new GIS servers.
SECTION 3. That the expenditure of $136,904.00 or so much thereof as may be necessary is hereby authorized to be expended from:
Dept./Div.:47-02| Fund: 514| Subfund: 002| OCA Code: 474705| Project Number: 470047- 100005 | Project Name: Enterprise System Upgrades - GIS| Obj. Level 1: 06| Obj. Level 3: 6655| Amount: $107,263.84| {OnX USA LLC}
Dept./Div.:47-02| Fund: 514| Subfund: 002| OCA Code: 474705| Project Number: 470047- 100005 | Project Name: Enterprise System Upgrades - GIS| Obj. Level 1: 06| Obj. Level 3: 6655| Amount: $29,640.16| {OARNet/OSU}
SECTION 4. 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 5. 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 6. That the City Auditor is hereby authorized to transfer the unencumbered balance in a project account to the unallocated balance account within the same fund upon receipt of certification by the Director of the department administering said project that the project has been completed and the monies are no longer required for said project.
SECTION 7. That this ordinance shall take effect and be in force from and after the earliest period allowed by law.