Explanation
This ordinance authorizes the Director of the Department of Technology (DoT) to enter into contract with Carahsoft Technology Corporation to configure and migrate the City’s on-premise email into the Microsoft O365 cloud.
The City’s current on-premise exchange 2019 email environment, for both the Columbus and Police email domains, will go “end-of-life” in October of 2025. To address this, the City is requesting authorization to contract with Carahsoft Technology Corporation to configure and migrate the current on-premise email into the Microsoft O365 cloud.
Given the timing and criticality of this effort, DoT requests a waiver of bids to contract with Carahsoft, utilizing eGroup, which is a Microsoft partner, for this effort. The term of the contract will be one year, beginning on the date of a confirmed purchase order by the City Auditor’s Office, at a cost of $159,828.56.
This ordinance also authorizes appropriating $159,828.56 from the unappropriated balance of the General Fund Income Tax Set-Aside subfund to the Department of Technology for the above-described purpose.
FISCAL IMPACT
Funds for this contract are available in the General Fund Income Tax Set-Aside subfund. Funds will need to be appropriated.
EMERGENCY
Emergency legislation is requested so that the email migration described above can happen in a timely manner thus ensuring that City Employees continue to have access to email services.
CONTRACT COMPLIANCE
Vendor - Carahsoft Technology Corporation
Vendor No. - 009115
Expires - 9/26/2026
Title
To authorize the Director of the Department of Technology to enter into contract with Carahsoft Technology Corporation to configure and migrate the City’s on-premise email into the Microsoft O365 cloud in accordance with the bid waiver provisions of Columbus City Code; to authorize the appropriation of $159,828.56 from the unappropriated balance of the General Fund Income Tax Set-Aside subfund to the Department of Technology; to authorize the expenditure of $159,828.56 from the General Fund Income Tax Set-Aside subfund; and to declare an emergency. ($159,828.56)
Body
WHEREAS, the Department of Technology wishes to contract with Carahsoft Technology Corporation to configure and migrate the City’s on-premise email into the Microsoft O365 cloud; and
WHEREAS, given the timing and criticality of this effort, DoT requests a waiver of bids to contract with Carahsoft, utilizing eGroup, which is a Microsoft partner, for this effort.
WHEREAS, this ordinance authorizes the appropriation of $159,828.56 from the unappropriated balance of the General Fund Income Tax Set-Aside subfund to the Department of Technology for the purpose described in the background of this ordinance; and
WHEREAS, it is necessary to authorize an expenditure from the General Fund Income Tax Set-Aside subfund for this purchase; and
WHEREAS, it is in the best interest of the City to enter into this contract in accordance with the bid waiver provisions of Section 329 City of Columbus Codes, 1959; 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 Technology to enter into contract with Carahsoft Technology Corporation to configure and migrate the City’s on-premise email into the Microsoft O365 cloud to ensure that City Employees continue to have access to email services, for the immediate 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 Technology be and is hereby authorized to enter into contract with Carahsoft Technology Corporation to configure and migrate the City’s on-premise email into the Microsoft O365 cloud for a period of one year from the date of a confirmed purchase order by the City Auditor’s Office, at a cost of $159,828.56.
SECTION 2. That the appropriation of $159,828.56 from the unappropriated balance of the General Fund Income Tax Set-Aside subfund to the Department of Technology, Division 47-02, is hereby authorized as shown in the attachment to this ordinance. (see 3171-2024EXP).
SECTION 3. That the expenditure of $159,828.56, or so much thereof as may be needed, is hereby authorized as shown in the attachment to this ordinance. (see 3171-2024EXP)
SECTION 4. That said contract shall be awarded in accordance with the bid waiver provisions of Section 329 of the Columbus City Code.
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 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 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 is the Mayor neither approves or vetoes the same.