Explanation
BACKGROUND:
This legislation will authorize the Director of the Department of Technology to modify a contract with Unisys Corporation as follows: to extend the hardware and software license term for another year, from January 1, 2013 through December 31, 2013 and to increase funding in the amount of $223,632.00. The modification will provide for licensing associated with the City's Libra 300 ClearPath mainframe computer system. The original contract (EL005702) was authorized by ordinance 1934-2005, passed November 21, 2005. The contract was most recently renewed by authority of ordinance 0941-2012, passed June 25, 2012, through purchase order EL013243.
As described in ordinance 1487-2010, passed November 22, 2010, the Department of Technology in collaboration with other City departments had planned to migrate all applications currently residing on the Unisys system to newer technology platforms, by December 31, 2012. Projects to migrate the applications (payroll, LEADS, etc.) are well under way, but will not be completed by the end of this year, so it is necessary to extend Unisys licensing through December 31, 2013. As with the previous modification, this modification could not be foreseen because unanticipated project delays have occurred. The updated plan is to retire the Libra system by the end of 2013. It would not be in the best interest of the City to procure these services through an alternative procurement process, as it would not be cost effective to use a different mainframe system until the legacy technology is retired over the next year. The Department of Technology obtained the best and lowest possible offer ($223,632.00) for the additional licensing needed to retire the legacy mainframe system through extensive negotiations with Unisys Corporation.
The Unisys Libra system directly supports mission critical applications, including City payroll and Police LEADS. The Payroll application is utilized by all city agencies, ensuring that all city employees are paid and accurate records are maintained for the IRS, Federal Government and the State of Ohio. The Police LEADS application is used by the Division of Police, providing information used by police officers in carrying out their daily activities.
This ordinance will also provide payment for Department of Technology personnel that will assist in implementing the system migration project in the amount of $145,000.00. This ordinance also requests to waive the competitive bidding provisions in accordance with section 329 of the Columbus City code as this ordinance requests to modify the existing contract to extend the term and increase the contract amount.
This ordinance also authorizes the transfer of appropriation and cash between projects within the Information Services Bond Fund, and will amend the 2012 Capital Improvement Budget (CIB), passed April 16, 2012, via Ordinance # 0368-2012, to accommodate for the expenditure authorized by this ordinance.
FISCAL IMPACT:
In 2011 and earlier this year (2012), $57,555.12 and $64,283.16, was legislated respectively with Unisys Corporation. Funding for this modification is available within the Department of Technology, Information Services Division, Capital Improvement Bond Fund ($145,000.00) and the Internal Services Fund in the amount of $223,632.00. The aggregate total contract amount including this request is $1,430,296.02.
EMERGENCY:
Emergency action is requested to expedite authorization of this contract in order to initiate services from the supplier at the prices proposed.
CONTRACT COMPLIANCE:
Vendor: Unisys Corporation CC#: 38 - 0387840 Expiration Date: 3/17/2013
Title
To authorize the Director of the Department of Technology to modify a contract with Unisys Corporation, to extend the hardware and software license term for another year; to increase funding in the amount of $223,632.00; to provide payment for DoT personnel that will assist in implementing the system migration project in the amount of $145,000.00; to waive the competitive bidding provisions of the Columbus City Code; to authorize the transfer of appropriation and cash between projects within the Information Services Bond Fund; to amend the 2012 Capital Improvement Budget; and to authorize the total expenditure of $368,632.00 from the Department of Technology, Information Services Division, Capital Improvement Bond Fund and the Internal Services Fund; and to declare an emergency. ($368,632.00)
Body
WHEREAS, as part of the original purchase, authorized by ordinance 1934-2005, passed by Columbus City Council on November 21, 2005, the original contract provided language that allows for contract modification and/or renewal contingent upon funding approval each year; and
WHEREAS, ordinance 1487-2010, passed November 22, 2010 renewed the software licenses for an additional two (2) year term that will end on December 31, 2012, therefore DoT has a need to modify the contract to renew the licenses for an additional one year through December 31, 2013; and
WHEREAS, this legislation will authorize the Director of the Department of Technology to modify a contract with Unisys Corporation as follows: to extend the hardware and software licensing coverage term period associated with the City's Libra 300 ClearPath mainframe computer system for another year, from January 1, 2013 through December 31, 2013 and to increase funding in the amount of $223,632.00; and
WHEREAS, this ordinance will also provide payment for DoT personnel that will assist in implementing the system migration project in the amount of $145,000.00; and
WHEREAS, this ordinance also requests to waive the competitive bidding provisions in accordance with section 329.27 of the Columbus City Code; and
WHEREAS, this ordinance also authorizes the transfer of appropriation and cash between projects within the Information Services Bond Fund, and will amend the 2012 Capital Improvement Budget (CIB), passed April 16, 2012, via Ordinance # 0368-2012, to accommodate for the expenditure authorized by this ordinance; and
WHEREAS, an emergency exists in the City in that it is immediately necessary for the Director of the Department of Technology to extend the hardware and software license term for another year, from January 1, 2013 through December 31, 2013 and to increase funding in the amount of $223,632.00, and that funds in the amount of $145,000.00 will be allocated to cover DoT personnel staff time in implementing the system migration project and maintain ongoing services in order to allow for uninterrupted service of the daily operations 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 Technology be and is hereby authorized to modify a contract with Unisys Corporation, related to operation of the Libra system, to extend the hardware and software license term for another year, from January 1, 2013 through December 31, 2013 and to increase funding in the amount of $223,632.00. This ordinance will also provide payment for DoT personnel that will assist in implementing the system migration project in the amount of $145,000.00. The total amount of funding requested via this ordinance is $368,632.00.
SECTION 2: That the 2012 Capital Improvement Budget is hereby amended as follows for this expenditure:
Department of Technology, Information Services Dept./Div. 47-02
Information Services Bond Fund #514
Project Name/Number/Subfund Current CIB Amount Revised Amount Amount Change
Enterprise System Upgrades Project:
470047-100000 /002 $840,000 $695,000 ($145,000)
Unisys/Libra Migration Project:
470058-100000 /002 $0 $145,000 $145,000
SECTION 3: That the City Auditor is hereby authorized and directed to transfer funds and appropriation within the Information Services Bond Fund as follows:
FROM:
Dept./Div.:47-02| Fund: 514| Sub-fund: 002| OCA Code: 514047| Project Number: 470047-100000| Project Name: Enterprise System Upgrades Project| Obj. Level 1: 06| Obj. Level 3: 6655| Amount: $145,000.00 Information Services Bond Funds
TO:
Dept./Div.:47-02| Fund: 514| Sub-fund: 002| OCA Code: 514758| Project Number: 470058-100000| Project Name: Unisys/Libra Migration| Obj. Level 1: 06| Obj. Level 3: 6655| Amount: $145,000.00 Information Services Bond Funds
SECTION 4: That the sum of $223,632.00 and $145,000.00 respectively or so much thereof as may be necessary in regard to the action authorized in Section 1 is hereby authorized to be expended from:
Division: 47-02|Fund: 514|Sub-fund: 001|OCA Code: 470202|Obj. Level 1:03|Obj. Level 3: 3369| Amount: $223,632.00|
Division: 47-02|Fund: 514|Sub-fund: 002|OCA Code: 514758|Project Number: 470058-100000|Project Name: Unisys/Libra Migration|Obj. Level 1:06|Obj. Level 3: 6655|Amount: $145,000.00| DoT {Personnel}
SECTION 5: 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 6: That for good cause shown, the competitive bidding provisions of section 329 of the Columbus City Code, 1959 are hereby waived.
SECTION 7: 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 approves nor vetoes the same.