Explanation
This ordinance authorizes the Director of Finance and Management, on behalf of the Department of Technology, to associate all general budget reservations resulting from this ordinance with the appropriate purchase agreement (PA) with Brown Enterprise Solutions, LLC, for Microsoft Enterprise software licensing. Microsoft Office is the city’s technology standard for desktop computing software, currently used by approximately 7,800 city employees in their daily business. The city also utilizes Microsoft software to support various enterprise applications. This ordinance will enable the city to obtain the latest versions of Microsoft software utilizing a single agreement for the entire city.
On September 21, 2023, the Department of Finance’s Purchasing Office published RFQ025795 to solicit quotes for a new three-year Microsoft Enterprise purchase agreement. Three submissions were received: Brown Enterprise Solutions, Dell Technologies, and GovConnect. The Purchasing Office recommended that the PA be awarded to Brown Enterprise Solutions, LLC as the overall lowest, responsive, responsible, and best bidder. The term of this contract is three years, beginning on December 31, 2023, and ending on December 31, 2026. Brown Enterprise Solutions, LLC is an authorized reseller of various Microsoft products, including those described above.
This ordinance also authorizes the total expenditure of $2,246,994.51. Of this total, $2,127,210.19 is from the Department of Technology Information Services operating fund. The balance of $119,784.32 is from the 2023 general fund appropriation of the Municipal Court Judges.
FISCAL IMPACT
Funds for the above-mentioned purchases are budgeted and available in the 2023 Information Services operating, contingent on the passage of Ordinance 3005-2023 which authorizes an intrafund transfer, and Municipal Court Judges general fund budgets.
EMERGENCY
Emergency action is requested to expedite authorization of the establish a purchase order by December 22, 2023, and to process payment due on the new Microsoft Enterprise licenses contract by January 1, 2024, from the supplier at the price offered.
CONTRACT COMPLIANCE
Brown Enterprise Solutions, LLC; Vendor, CC#010668, expires 3/3/2024
Title
To authorize the Director of Finance and Management, on behalf of the Department of Technology, to associate all general budget reservations resulting from this ordinance with the appropriate purchase agreement with Brown Enterprise Solutions, LLC, an approved reseller of Microsoft products, for Microsoft Enterprise software licensing; to authorize the expenditure of $2,127,210.19 from the Information Services operating fund and $119,784.32 from the Municipal Court Judges general fund budget; and to declare an emergency. ($2,246,994.51)
Body
WHEREAS, on September 21, 2023, the Department of Finance’s Purchasing Office published RFQ025795 to solicit quotes for a three-year Microsoft Enterprise agreement UTC/PA on behalf of the Department of Technology; and
WHEREAS, the submission by Brown Enterprise Solutions, LLC was the most responsible, responsive, and best offer; and
WHEREAS, the Department of Finance’s Purchasing Office has established, via ordinance 2932-2023, a purchase agreement with Brown Enterprise Solutions, LLC for the purchase of Microsoft Enterprise software licenses for the Department of Technology; and
WHEREAS, this ordinance is contingent on the passage of Ordinance 3005-2023, which authorizes a transfer within the Information Services operating fund; and
WHEREAS, moneys are allocated within the Information Services operating fund and the Municipal Court Judges general fund budget for this purpose; 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 Finance and Management, on behalf of the Department of Technology, to associate all general budget reservations resulting from this ordinance with the appropriate purchase agreement for Microsoft Enterprise software licensing, to ensure a purchase order is established by December 22, 2023, and to process payment due on the new Microsoft Enterprise licenses contract by January 1, 2024, all 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 Finance and Management Director is hereby authorized, on behalf of the Department of Technology and various city agencies, to associate all general budget reservations resulting from this ordinance with the appropriate purchase agreement for Microsoft Enterprise software licensing for the period of one year from January 1, 2024, through December 31, 2024.
SECTION 2. That the expenditure of $2,246,994.51, or so much thereof as may be necessary, is hereby authorized as provided in the attachment to this ordinance. (see attachment 3106-2023EXP).
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 this ordinance is contingent on council's passage of Ordinance 3005-2023, which authorizes a transfer within the Information Services operating fund.
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 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.