Explanation
This ordinance authorizes the Director of the Department of Technology (DoT) to modify an existing not-for-profit service contract with OARnet/OSU by extending the contract end date from April 2, 2026 to July 30, 2027. Ordinance 3005-2023, passed by City Council on November 13, 2023 authorized entering into a two-year contract with OARnet/OSU, beginning on April 2, 2024 and ending on April 1, 2026. This ordinance extends that contract through July 30, 2027, at an additional cost of $596,791.16 to ensure on-going service provision.
DoT contracts with OARnet/OSU, a non-profit organization, for VMWare software licensing, maintenance, and support services. The original contract (EL011737) was authorized by ordinance 1716-2010, passed on December 13, 2010. This contract was most recently authorized with passage of ordinance 3005-2023 on November 13, 2023.
Server virtualization is the conversion of one physical server into multiple individual and isolated virtual storage spaces. This industry standard was adopted by the DoT in 2009 to reduce the costs of Data Center operations. This also reduces power consumption, cooling requirements, and provides further capabilities for recovery and availability of information systems. VMWare software is the core component that is needed in order to operate virtual servers that run critical applications for the enterprise such as Accela, CUBS, and 311.
MODIFICATION
1.1. Amount of additional funds to be expended - This modification will add $596,791.16 to the existing contract and extends it through July 30, 2027.
1.2 Reason need for modification could not be foreseen - It was recently determined that there was a need for additional services to address recent needs.
1.3 Reason other procurement processes were not used - Through the State of Ohio Virtualization Program, OARnet offers significant discounts on VMWare that are not available in the market place. As such, it is in the city’s best interests to procure VMWare through OARnet, rather than 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.
1.4 How cost modification was determined - quote submitted by vendor.
FISCAL IMPACT
Funds for this contract modification are budgeted and available in the Department of Technology, Information Services operating fund.
CONTRACT COMPLIANCE
Vendor: OARnet/OSU
Vendor #: 006163
Expiration Date: 3-29-2025
Title
To authorize the Director of the Department of Technology to modify and extend an existing contract with OARnet/OSU for VMWare software licensing, maintenance, and support, pursuant to Columbus City Codes sections relating to not-for-profit service contracts; and to authorize the expenditure of $596,791.16 from the Department of Technology Information Services Operating Fund. ($596,791.16)
Body
WHEREAS, the city has a need for VMWare software licensing, maintenance, and support; and
WHEREAS, OARnet/OSU, a local non-profit educational institute, provides the above-described service; and
WHEREAS, On December 13, 2010, Ordinance 1716-2010 passed, authorizing the initial contract; and
WHEREAS, this contract was most recently authorized with passage of ordinance 3005-2023 on November 13, 2023; and
WHEREAS, the Department of Technology wishes to modify and extend an existing contract with OARnet/OSU for VMWare for software licensing, maintenance, and support, in the amount of $596,791.16 through July 30, 2027, pursuant to Columbus City Codes sections relating to not-for-profit service contracts; and
WHEREAS, it is necessary to authorize the Director of the Department of Technology to modify and extend an existing contract with OARnet/OSU for VMWare software licensing, maintenance, and support, pursuant to Columbus City Codes sections relating to not-for-profit service contracts thereby preserving 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 and extend an existing contract with OARnet/OSU for VMWare software licensing, maintenance, and support, pursuant to Columbus City Codes sections relating to not-for-profit service contracts at a cost of $596,791.16 through July 30, 2027.
SECTION 2. That the expenditure of up to $596,791.16, or so much thereof as may be necessary, is hereby authorized as provided on the attachment to this ordinance. (See attachment 2987-2024EXP).
SECTION 3. That this agreement is being awarded under City Code section 329.30, which prescribes the method for contracting with not-for-profit organizations.
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 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 6. That this ordinance shall take effect and be in force from and after the earliest period allowed by law.