Explanation
BACKGROUND:
This ordinance authorizes the Director of the Department of Finance and Management, on behalf of the Department of Technology, to establish a purchase order with OnX USA LLC (formerly known as Agilysys Inc.), for the purchase of HP replacement servers and other related HP equipment. The Department of Technology requires multiple servers, tape systems and software to backup and protect all of the City's data. The servers currently used for the backup system are at the end of their useful life, and are underpowered for the amount of data being backed up. This purchase will replace the current systems with more powerful hardware, which will allow the current backup system to meet the current and future data recovery needs. The Department of Technology is currently implementing a disaster recovery site in order to maintain technology availability in the case of catastrophic situations. As part of this implementation, various small items are needed to properly install and maintain the technology. This purchase will add racks, keyboard/video/mouse switches, and associated parts to begin utilizing the first phase of the data center. The purchase order will be created utilizing the terms and conditions from a pre-existing Universal Term Contract (UTC), established through the competitive bid process by the Purchasing Office. The associated coverage term periods are from the date of a certified purchase order issued from the City Auditor's Office through 6/30/12.
*OnX USA LLC (formerly known as Agilysys Inc.), HP Equipment, $86,311.11, (FL004390, BPCMP46A - Expiration Date: 6/30/12)
EMERGENCY:
Emergency action is requested to ensure that the necessary purchase order is established in a timely manner to allow the vendor to start their project service work as planned and not delayed, prior to the end of the 2011 calendar year.
FISCAL IMPACT:
During fiscal year(s) 2009 and 2010, $280,000.00 and $248,393.59 were expended respectively with OnX USA LLC (formerly known as Agilysys Inc.). Earlier this year, the Department of Technology legislated $285,264.97 with OnX USA LLC. The total cost of this ordinance is $86,311.11, for the purchase of HP replacement servers and other related HP equipment is budgeted and available within the Department of Technology, Information Services Division, Internal Service Fund.
CONTRACT COMPLIANCE NUMBER:
Vendor: OnX USA LLC CC#: 27-1445264 Expiration Date: 05/04/2013
Title
To authorize the Director of the Department of Finance and Management, on behalf of the Department of Technology to establish a purchase order with OnX USA LLC (formerly known as Agilysys Inc.), from a pre-existing Universal Term Contract (UTC), for the purchase of HP replacement servers and other related HP equipment; and to authorize the expenditure of $86,311.11 from the Department of Technology, Information Services Division, Internal Service Fund and; and to declare an emergency. ($86,311.11)
Body
WHEREAS, it is necessary for the Director of the Department of Finance and Management, on behalf of the Department of Technology, to establish a purchase order with OnX USA LLC (formerly known as Agilysys Inc.), for the purchase of HP replacement servers and other related HP equipment from a pre-existing Universal Term Contract (UTC/FL004390); and
WHEREAS, the Department of Technology requires multiple servers, tape systems and software to backup and protect all of the City's data. The servers currently used for the backup system are at the end of their useful life, and are underpowered for the amount of data being backed up; and
WHEREAS, this purchase will replace the current systems with more powerful hardware, which will allow the current backup system to meet the current and future data recovery needs; and
WHEREAS, the Department of Technology is currently implementing a disaster recovery site in order to maintain technology availability in the case of catastrophic situations. As part of this implementation, various small items are needed to properly install and maintain the technology; and
WHEREAS, this purchase will add racks, keyboard/video/mouse switches, and associated parts to begin utilizing the first phase of the data center; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Technology, in that it is immediately necessary for the Director of the Finance and Management Department to establish a purchase order with OnX USA LLC (formerly known as Agilysys Inc.) for the purchase of HP replacement servers and other related HP equipment, 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 the Department of Finance and Management is hereby authorized to establish a purchase order from a pre-existing Universal Term Contract (UTC/FL004390) with OnX USA LLC (formerly known as Agilysys Inc.), for the purchase of HP replacement servers and other related HP equipment, in the amount of $86,311.11, (UTC/FL004390). The total amount of funding associated with this ordinance is $86,311.11, with an associated coverage term period from the date of a certified purchase order issued from the City Auditor's Office through 6/30/12.
SECTION 2: That the expenditure of $86,311.11 or so much thereof as may be necessary is hereby authorized to be expended from:
Dept./Div. 47-02|Fund 514|Subfund: 001|OCA Code: 472417|Obj. Level 1: 06|Obj. Level 3: 6649|Amount: $73,595.92|
Dept./Div. 47-02|Fund: 514|Subfund: 001|OCA Code: 472417|Obj. Level 1: 02|Obj. Level 3: 2245|Amount: $12,715.19|
SECTION 4: 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 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 approves nor vetoes the same.