Explanation
BACKGROUND
This ordinance authorizes the Director of the Department of Technology (DoT) to modify and extend the contract with The Jasper Group International, Inc., for the extended warranty, maintenance, support and monitoring services for Hewlett Packard servers and EMC data storage equipment.
The Department of Technology uses these services to maintain the City’s data centers, which requires services to ensure reliable operations in the City data center. This agreement will provide cost effective extended warranty coverage for older hardware that is past the original factory warranty. This will ensure support or coverage in the event of failure and significantly reduce the risk of data loss.
Ordinance 2942-2021 authorized the Director of the Department of Technology to enter into a contract with The Jasper Group International, Inc. for the extended warranty, maintenance, support and monitoring services for Hewlett Packard servers and EMC data storage equipment. The contract was advertised through Vendor Services as RFQ020175 for the purchase of the above-described services and support, and was awarded to The Jasper Group International, Inc., who submitted the lowest bid. The contract included a provision to renew four (4) one (1) year renewal options, with the approval of City Council.
Ordinance 2397-2025 authorized the fourth and final renewal at a total cost $51,112.00 for a period of twelve (12) months, starting on December 1, 2025, and ending on November 30, 2026.
This ordinance authorizes the Director of the Department of Technology to modify the original contract to add additional funds for a total expenditure of up to $120,225.00, which includes $11,000.00 in contingency funds, and extend the contract period for an additional twelve (12) months, starting on December 1, 2026, and ending on November 30, 2027. for the above-described purpose.
1.1 Amount of additional funds to be expended
The original contract amount: $69,620.00 (PO300415, Ord. 2942-2021)
Negotiated renewal #1: $49,476.00 (PO361064, Ord. 2763-2022)
Negotiated renewal #2: $19,118.00 (PO414248)
Negotiated renewal #3: $64,034.00 (PO479732, Ord. 2997-2024)
Modification #1: $68,510.00 (PO to be made, Ord. 2073-2025)
Negotiated renewal #4: $51,112.00 (PO538231 Ord. 2397-2025)
Modification #2: $120,225.00 (This ordinance)
TOTAL RENEWALS AND MODIFICATIONS: $442,095.00
1.2 Reasons additional goods/services could not be foreseen:
This modification arises from the Department of Technology's ongoing evaluation of data center efficiencies and asset management strategies, requiring a strategic extension of existing support structures to achieve optimal operational alignment.
1.3 Reason other procurement processes are not used:
Pursuing alternative procurement processes at this stage is not in the best interest of the City, as it would disrupt an established, specialized support framework that is already integrated into the Department of Technology’s current data center management strategy. It would also require a complex vendor transition period, creating an unacceptable operational risk to the real-time monitoring and stability of the City's data centers.
1.4 How cost of modification was determined:
The cost of this contract modification is consistent with the original contract proposal by way of Ordinance 2942-2021.
CONTRACT COMPLIANCE
Vendor Name: The Jasper Group International, Inc
DAX vendor no.: 011453
Expiration Date: 1/13/2027
FISCAL IMPACT
Funding in the amount of $120,225.00 is budgeted and available in the Department of Technology, Information Services Operating Fund, Fund 5100.
EMERGENCY DESIGNATION
Emergency designation is necessary to ensure the continuous, uninterrupted monitoring and maintenance of the City's data centers. Because the current contract period ends on November 30, 2026, passing this ordinance as an emergency allows the extension to take effect immediately on December 1, 2026. This avoids any lapse in warranty coverage, protects critical City data from the immediate risk of loss, and ensures the daily operations of vital City services remain online without disruption.
Title
To authorize the Director of the Department of Technology to modify and extend a contract with The Jasper Group International, Inc for the extended warranty, maintenance, support and monitoring services for Hewlett Packard servers and EMC data storage equipment; to authorize an expenditure from the Department of Technology, Information Services Operating Fund; and to declare an emergency. ($120,225.00)
Body
WHEREAS, the Department of Technology utilizes the services provided The Jasper Group International, Inc. for the extended warranty, maintenance, support and monitoring services for Hewlett Packard servers and EMC data storage equipment; and
WHEREAS, Ordinance No. 2942-2021 authorized the Director of the Department of Technology to enter into a contract with The Jasper Group International, Inc. for the extended warranty, maintenance, support and monitoring services; and
WHEREAS, the Department of Technology desires to renew the contract with The Jasper Group International, Inc. for cost effective extended warranty coverage for older hardware that is past the original factory warranty; and
WHEREAS, the term of the original agreement was from December 1, 2021, to November 30, 2022. The contract established and authorized contract language allowed four (4) one (1) year renewals with the approval of City Council. This ordinance authorizes the fourth and final renewal of the four annual renewals; and
WHEREAS, the above-described modification will be for one year, starting on December 1, 2026, and ending on November 30, 2026, at a cost of $120,225.00, which includes $11,000.00 in contingency funds; 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 the Department of Technology to modify and extend a contract with The Jasper Group for the extended warranty, maintenance, support and monitoring services for Hewlett Packard servers and EMC data storage equipment to ensure the continuous, uninterrupted monitoring and maintenance of the City's data centers given an impending contract termination date of November 30, 2026, 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 Technology be, and hereby is, authorized to modify and extend the contract with The Jasper Group International, Inc. for the purchase of the extended warranty, maintenance, support and monitoring services for Hewlett Packard servers and EMC data storage equipment contract in an amount up to $120,225.00. This contract has a term of 12 months beginning from December 1, 2026, and ending on November 30, 2027.
SECTION 2. That the expenditure of $120,225.00 or so much thereof as may be necessary is hereby authorized as shown in the attachment to this ordinance. (See attachment: 3121-2026EXP)
SECTION 3. 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 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 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 10 days after passage if the Mayor neither approves nor vetoes the same.