Explanation
BACKGROUND:
This ordinance authorizes the Director of the Department of Technology (DoT) to enter into an agreement and to establish a purchase order with Mythics, Inc., utilizing State Term Schedule Contract - STS-033, #534570, with an expiration date of June 30, 2019 for Oracle software licensing, maintenance and support services and training. The original contract agreement was authorized by the authority of Ord. No. 1019-2017 (RFQ005505), passed on July 10, 2017 through purchase order PO073339. The original equipment manager (OEM) provided documentation that inadvertently omitted a portion of the Oracle software/hardware support renewal. This ordinance will renew the portion that was previously omitted. The total amount of funding being requested via this ordinance is $70,602.57. This includes annual software licensing, maintenance and support services at a cost of $59,410.57 and Oracle training services in the amount of $11,192.00. The coverage term period for the annual Oracle software licensing, maintenance and support services is from August 31, 2017 through May 31, 2019, and the coverage term period for the Oracle training services is one (1) year from the date of a purchase order certified/confirmed by the City Auditor's Office. This ordinance will co-term future renewals. The use of State Term Contracts was previously authorized by the City of Columbus by Ordinance No. 582-87.
Oracle software is a critical component of a number of citywide business systems; including 311, CUBS, Performance Series, Income Tax, WAM and GIS. The software is server based and has given the City the capability to web-enable applications for citizens' use and ensure compliance with licensing agreements. The contract agreement for Oracle software licensing, maintenance and support services was most recently renewed/authorized by the authority of Ord. No. 1159-2018, passed on May 21, 2018 through purchase order PO123292.
FISCAL IMPACT:
During fiscal years 2016 and 2017, $761,601.35 and $663,629.97 were expended respectively for Oracle annual software maintenance and support. The cost for the 2018 services represented in this ordinance is $70,602.57 and will be provided through the vendor Mythics, Inc Funding is available in the amount of $70,602.57 within the Department of Technology, Information Services Division, Information Services Operating fund.
EMERGENCY:
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.
CONTRACT COMPLIANCE:
Vendor Name: Mythics, Inc. (DAX Vendor Acct. No.: 009234); CC #/F.I.D #: 54-1987871; Expiration Date: 11/14/2018
Title
To authorize the Director of the Department of Technology to enter into an agreement and to establish a purchase order with Mythics, Inc., utilizing a State Term Schedule Contract for Oracle software licensing, maintenance and support services and training; to authorize the expenditure of $70,602.57 from the Department of Technology, Information Services Division, Information Services Operating fund; and to declare an emergency. ($70,602.57)
Body
WHEREAS, it is necessary to authorize the Director of the Department of Technology (DoT), to enter into an agreement and to establish a purchase order with Mythics, Inc., utilizing State Term Schedule Contract -STS-033, #534570, with an expiration date of June 30, 2019, as previously authorized by Ordinance No. 582-87, for Oracle software licensing, maintenance and support services and Oracle training; and
WHEREAS, the agreement for Oracle software licensing, maintenance and support was most recently renewed/authorized by the authority of Ord. No. 1159-2018, passed on May 21, 2018 through purchase order PO123292. The original agreement was authorized by the authority of Ord. No. 1019-2017 (RFQ005505), passed on July 10, 2017 through purchase order PO073339. The original equipment manager (OEM) provided documentation that inadvertently omitted a portion of Oracle software/hardware support renewal. This ordinance will renew the portion that was previously omitted; and
WHEREAS, the total amount of funding being requested via this ordinance is $70,602.57. This includes annual Oracle software licensing, maintenance and support services at a cost of $59,410.57, with a coverage term period from August 31, 2017 through May 31, 2019 and Oracle training services in the amount of $11,192.00, with a coverage term period one (1) year from the date of a purchase order certified/confirmed by the City Auditor's Office. This ordinance will co-term future renewals; and
WHEREAS, Oracle software is a critical component of a number of citywide business systems; including 311, CUBS, Performance Series, Income Tax, WAM and GIS. The software is server based and has given the City the capability to web-enable applications for citizens' use and ensure compliance with licensing agreements; 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 Technology to establish a purchase order from an existing State Term Schedule Contract with Mythics, Inc., for Oracle software licensing, maintenance and support services and Oracle training services and to also ensure no service interruption, thereby protecting 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 an agreement and to establish a purchase order from an existing State Term Schedule Contract STS-033, #534570, with an expiration date of June 30, 2019 with Mythics, Inc., for Oracle software maintenance and support services and training for the Oracle database software. The total amount of funding being requested via this ordinance is $70,602.57. This includes annual Oracle software licensing, maintenance and support services at a cost of $59,410.57, with a coverage term period from August 31, 2017 through May 31, 2019 and Oracle training services in the amount of $11,192.00, with a coverage term period one (1) year from the date of a purchase order certified/confirmed by the City Auditor's Office.
SECTION 2: That the expenditure of $70,602.57 or so much thereof as may be necessary is hereby authorized to be expended from (Please see attachment 1874-2018 EXP):
Dept.: 47| Div.: 47-02|Obj Class: 03 |Main Account: 63946|Fund: 5100|Sub-fund: 510001|Program:IT005|Section 3:470201| Section 4:IT03|Section 5:IT0304| Amount: $59,410.57|
Dept.: 47| Div.: 47-02|Obj Class: 03 |Main Account: 63970|Fund: 5100|Sub-fund: 510001|Program:CW001|Section 3:N/A| Section 4:N/A|Section 5:N/A| Amount: $11,192.00|
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 approved nor vetoes the same.