Explanation
BACKGROUND:
This legislation authorizes the Director of Finance and Management, on behalf of the Department of Technology (DoT), for the Department of Public Utilities (DPU), to associate the General Budget Reservation resulting from this ordinance with the appropriate existing Universal Term Contracts (UTC's)/Purchase Agreement (PA) with OnX USA LLC (PA000213 - expires 06/30/2018), for the purchase of hardware equipment, software licensing, software maintenance and support, in the amount of $56,851.64. The new equipment and services are needed for the Hansen Banner, LLC Columbus Utility Billing System (CUBS) upgrade project.
This legislation also authorizes the Director of the Department of Technology (DoT) to enter into an agreement with OARnet/OSU, a non-profit organization, for VMWare software licensing, maintenance, and support services, in the amount of $16,761.60. The software licenses and maintenance and support services are needed to upgrade and maintain the new hardware being purchased for this project. Through the State of Ohio Virtualization Program, authorized for the city’s use by Ordinance No. 582-87, for VMware software licensing renewal, OARnet offers significant discounts on VMWare that are not available in the marketplace, so it is in the City’s best interests to procure VMWare through OARnet, instead of through another procurement process. The pricing offered to the City reflects the agreed upon public sector discounts available to all participants in the State of Ohio Virtualization Program (see attached OARnet letter). The coverage term period is through April 1, 2018 (co-terms licenses with existing VMWare support agreements).
EMERGENCY:
Emergency designation is being requested for these purchases for software licensing, equipment and software maintenance and support services that are needed for the Hansen Banner, LLC Columbus Utility Billing System (CUBS) upgrade project.
FISCAL IMPACT:
The Department of Technology (DoT) has a need for the purchase of hardware equipment, software licenses, and maintenance and support services for the Hansen Banner, LLC Columbus Utility Billing System (CUBS) upgrade project, for the Department of Public Utilities (DPU). The total cost associated with this legislation for hardware equipment, software licensing and software maintenance and support services is $73,613.24. Funds totaling $73,613.24 for this purchase were identified and are available within the Department of Technology, Information Services Operating Fund.
CONTRACT COMPLIANCE:
Vendor Name(s):
1. OARnet/OSU; (DAX vendor Acct.#: 005303); 1224 Kinnear Rd., Ste. 130, Cols., OH 43212; C.C#/F.I.D#: 31-6025986 (105); Non-Profit Organization (NPO)
2. OnX USA LLC; (DAX vendor Acct.#: 002899); C.C#/F.I.D#: 27-1445264; Expiration Date: 05/02/2019
Title
To authorize the Director of Finance and Management, on behalf of the Department of Technology (DoT) for the Department of Public Utilities (DPU), to associate the General Budget Reservation resulting from this ordinance with the appropriate existing Universal Term Contract (UTC)/Purchase Agreement (PA) with OnX USA LLC, for the purchase of software licensing, software maintenance and support, and hardware equipment for the Columbus Utility Billing System (CUBS) upgrade project for DPU; to authorize the Director of the Department of Technology (DoT) to enter into an agreement with OARnet/OSU, for the purchase of VMWare software licensing, maintenance, and support services for the CUBS upgrade project for DPU; to authorize the expenditure of $73,613.24 from the Department of Technology, Information Services Operating Fund; and to declare an emergency. ($73,613.24)
Body
WHEREAS, this legislation authorizes the Director of Finance and Management, on behalf of the Department of Technology (DoT), for the Department of Public Utilities (DPU), to associate the General Budget Reservation resulting from this ordinance with the appropriate existing Universal Term Contract (UTC)/Purchase Agreements (PA) with OnX USA LLC (PA000213 - expires 06/30/2018), for the purchase of hardware equipment, software licensing, and software maintenance and support services, in the amount of $56,851.64; and
WHEREAS, this legislation also authorizes the Director of the Department of Technology (DoT) to enter into an agreement with OARnet/OSU, a non-profit organization, for the purchase of VMWare software licensing, maintenance, and support services, in the amount of $16,761.60. The coverage term period is through April 1, 2018 (co-terms licenses with existing VMWare support agreements); and
WHEREAS, through the State of Ohio Virtualization Program, authorized for the city’s use by Ordinance No. 582-87, for VMware software licensing renewal, OARnet offers significant discounts on VMWare that are not available in the marketplace, so it is in the City’s best interests to procure VMWare through OARnet, instead of through another procurement process. The pricing offered to the City reflects the agreed upon public sector discounts available to all participants in the State of Ohio Virtualization Program (see attached OARnet letter); and
WHEREAS, the new hardware equipment and software licensing and software maintenance and support services are needed for the Hansen Banner, LLC Columbus Utility Billing System (CUBS) upgrade project, for the Department of Public Utilities (DPU) for a total cost associated with this legislation of $73,613.24; and
WHEREAS, an emergency exists in that it is immediately necessary to authorize the Director of Finance and Management, on behalf of the Department of Technology for the Department of Public Utilities (DPU), to associate General Budget Reservations and enter into agreement to ensure reliable operation of the City’s critical data storage infrastructure for the Columbus Utility Billing System (CUBS) upgrade project for DPU, all for the immediate 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 Finance and Management, on behalf of the Department of Technology (DoT) for the Department of Public Utilities (DPU), be and is hereby authorized to associate the General Budget Reservation resulting from this ordinance with the appropriate existing Universal Term Contract (UTC)/Purchase Agreement (PA) with OnX USA LLC (PA000213 - expires 06/30/2018), for the purchase of software licensing, software maintenance and support, and hardware equipment, in the amount of $56,851.64 for the Columbus Utility Billing System (CUBS) upgrade project for DPU.
SECTION 2. That the Director of the Department of Technology (DoT) is authorized to enter into an agreement with OARnet/OSU, a non-profit organization, for VMWare software licensing, maintenance, and support services, in the amount of $16,761.60 for the Columbus Utility Billing System (CUBS) upgrade project for DPU through April 1, 2018 (co-terms licenses with existing VMWare support agreements).
SECTION 3. That the expenditure of $73,613.24 or so much thereof as may be necessary is hereby authorized to be expended from: (see attachments: 3057-2017 EXP ACPO and 3057-2017 EXP ACPR)
63945 - Software licensing; OARnet/OSU ($12,565.20)|:
Dept: 47| Div.: 4701|Obj Class: 03|Main Account: 63945|Fund: 5100|Sub-fund: 510001|Program: CW001|Section 3: 470104| Section 4: IS02|Section 5: IT1308 {Electricity}|Amount: $766.48|
Dept: 47| Div.: 4701|Obj Class: 03|Main Account: 63945|Fund: 5100|Sub-fund: 510001|Program: CW001|Section 3: 470104| Section 4: IS02|Section 5: IT1309 {Water}|Amount: $4,875.29|
Dept: 47| Div.: 4701|Obj Class: 03|Main Account: 63945|Fund: 5100|Sub-fund: 510001|Program: CW001|Section 3: 470104| Section 4: IS02|Section 5: IT1310 {Sanitary Sewer}|Amount: $5,465.86|
Dept: 47| Div.: 4701|Obj Class: 03|Main Account: 63945|Fund: 5100|Sub-fund: 510001|Program: CW001|Section 3: 470104| Section 4: IS02|Section 5: IT1311 {Storm Sewer}|Amount: $1,457.57|
63946 - Software maintenance and support; OARnet/OSU ($4,196.40)|:
Dept: 47| Div.: 4701|Obj Class: 03|Main Account: 63946|Fund: 5100|Sub-fund: 510001|Program: CW001|Section 3: 470104| Section 4: IS02|Section 5: IT1308 {Electricity}|Amount: $255.99|
Dept: 47| Div.: 4701|Obj Class: 03|Main Account: 63946|Fund: 5100|Sub-fund: 510001|Program: CW001|Section 3: 470104| Section 4: IS02|Section 5: IT1309 {Water}|Amount: $1,628.20|
Dept: 47| Div.: 4701|Obj Class: 03|Main Account: 63946|Fund: 5100|Sub-fund: 510001|Program: CW001|Section 3: 470104| Section 4: IS02|Section 5: IT1310 {Sanitary Sewer}|Amount: $1,825.43|
Dept: 47| Div.: 4701|Obj Class: 03|Main Account: 63946|Fund: 5100|Sub-fund: 510001|Program: CW001|Section 3: 470104| Section 4: IS02|Section 5: IT1311 {Storm Sewer}|Amount: $486.78|
66530 - Hardware equipment and services; OnX USA, LLC ($56,851.64)|:
Dept: 47| Div.: 4701|Obj Class: 06|Main Account: 66530|Fund: 5100|Sub-fund: 510001|Program: CW001|Section 3: 470104| Section 4: IS02|Section 5: IT1308 {Electricity}|Amount: $3,467.95|
Dept: 47| Div.: 4701|Obj Class: 06|Main Account: 66530|Fund: 5100|Sub-fund: 510001|Program: CW001|Section 3: 470104| Section 4: IS02|Section 5: IT1309 {Water}|Amount: $22,058.44|
Dept: 47| Div.: 4701|Obj Class: 06|Main Account: 66530|Fund: 5100|Sub-fund: 510001|Program: CW001|Section 3: 470104| Section 4: IS02|Section 5: IT1310 {Sanitary Sewer}|Amount: $24,730.46|
Dept: 47| Div.: 4701|Obj Class: 06|Main Account: 66530|Fund: 5100|Sub-fund: 510001|Program: CW001|Section 3: 470104| Section 4: IS02|Section 5: IT1311 {Storm Sewer}|Amount: $6,594.79|
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 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 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.