Explanation
Background:
This legislation authorizes the Director of the Department of Finance and Management on behalf of the Franklin County Municipal Court, Clerk of Court ("Municipal Court Clerk") to modify and extend the current contract with Dell Marketing LP for the purchase of maintenance, support and services for Microsoft Office 365 licenses (“Microsoft licenses”) ($64,945.53) for the support and hosting of the monthly Azure usage for the Municipal Court Clerk’s Office ($5,054.47); to amend the original contract to update the product due to Microsoft’s error by changing from a federal-level system to a state and local government version; and to authorize the expenditure of up to $70,000.00 from the Municipal Court Clerk’s Computer Fund.
Microsoft Office 365 is the standard desktop computer software for the daily operations of the Municipal Court Clerk. The purchase will be from the State of Ohio, State Term Contract: Dell Marketing LP; State Term Contract # CSP029109; expiration date: 6/30/2030. Dell Marketing LP is the current vendor for the Municipal Court Clerk's Microsoft Select Agreement.
Ordinance 0582-87 authorizes the City of Columbus to purchase from a cooperative purchasing contract.
The State Term Contract is determined to be the most cost-effective method to purchase necessary licenses.
This Ordinance is being submitted in accordance with the relevant provisions of Chapter 329 of City Code pertaining to contract modifications.
1. Amount of additional funds: The total amount needed for the modification is $70,000.00. Dell Marketing LP provided rates for the services.
2. Reason additional funds were not foreseen: Microsoft made a mistake and did not have the Clerk sign the correct setup form. Additionally, the pricing rate was not established at the time because the Municipal Court Clerk’s Office was not ready to consume Azure resources.
3. Reason other procurement processes were not used: The vendor has a State Term Schedule (STS), STS # CSP029109, that was approved by the City of Columbus Department of Finance. The State Term Contract is determined to be the most cost-effective method for the support, hosting of the monthly Azure usage.
4. How was cost determined: The modification is based upon rates established in the existing state term schedule.
Current Contracts:
2023 - PO430093; $11,800.00
2024 - PO416630; $41,977.64
2025 - PO476416; $62,228.11
2025 - PO512603; $3,000.00
2026 - $70,000.00
EMERGENCY DESIGNATION:
Emergency legislation is requested for the purchase of maintenance, support and services for Microsoft licenses for the daily operations of the Municipal Court Clerk.
Fiscal Impact:
Funds totaling $70,000.00 are available within the computer fund budget.
Contract Compliance Number: 74-2616805
Dell Marketing LP
Expiration Date: 10/31/2027
Vendor Number: 010030
Title
To authorize the Director of the Department of Finance and Management on behalf of the Municipal Court Clerk to modify and extend the contract with Dell Marketing LP for the purchase of maintenance, support and services for Microsoft licenses and for the support and hosting of the monthly Azure usage; to amend the original contract to update the product due to Microsoft’s error; to waive the competitive bidding provisions of Columbus City code; to authorize the expenditure of $70,000.00 from the Municipal Court Clerk computer fund; and to declare an emergency. ($70,000.00)
Body
WHEREAS, it is necessary for the Director of the Department of Finance and Management, on behalf of the Municipal Court Clerk to modify and extend the existing contract for maintenance, support and services for Microsoft licenses for the Municipal Court Clerk’s office from Dell Marketing LP and for the support and hosting of the monthly Azure usage for the Municipal Court Clerk’s Office; and
WHEREAS, that Microsoft Office 365 is the standard desktop computer software for the daily operations of the Municipal Court Clerk; and
WHEREAS, to amend the original contract to update the product due to Microsoft’s error by changing from a federal-level system to a state and local government version; and
WHEREAS, it is in the best interests of the City to waive the competitive bidding provisions of the Columbus City Codes, and
WHEREAS, an emergency exists in the usual and daily operation of the Municipal Court Clerk, in that it is immediately necessary to authorize the Director of the Department of Finance and Management on behalf of the Municipal Court Clerk to establish a contract with Dell Marketing LP to purchase maintenance, support and services for Microsoft licenses to avoid a disruption in the daily operations of the Municipal Court Clerk, all for the preservation of the public health, peace, property, safety and welfare; and 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 Municipal Court Clerk is authorized to modify the existing contract with Dell Marketing LP for the maintenance, support, and services for Microsoft licenses from Dell Marketing LP and for the support and hosting of the monthly Azure usage for the Municipal Court Clerk’s Office in the amount of up to $70,000.00, and to amend the original contract to update the product due to Microsoft’s error by changing from a federal-level system to a state and local government version.
SECTION 2. That this Council finds that it is in the City's best interest to waive the competitive bidding provisions of the City Code to enter into this contract.
SECTION 3. That the expenditure of $70,000.00 or so much thereof as may be necessary is hereby authorized to be expended from Fund 2227 (computer fund), Department/ Division 2601 (Municipal Court Clerk), Object Class - 03 (contractual services) per the accounting codes in the attachment to 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 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 approves nor vetoes the same.