Explanation
Background: This legislation authorizes the Director of the Department of Finance and Management, on behalf of the Department of Technology, to establish a purchase order for the purchase of Microsoft Exchange Standard User Client Access Licenses (CAL) 2007 with Software Insurance, from Software House International Inc (SHI). This purchase will allow the Department of Technology to install the aforementioned licenses to servers at the data center; thus allowing the Department of Technology to migrate the city email system to the current version of the email software, Microsoft Exchange 2007. These licenses need installed prior to the end of this year, 2008. The installation process will begin upon approval and passage of this ordinance and associated certified purchase order.
The Department of Technology has a need to purchase sufficient software licenses and client access licenses to enable the Department of Technology to migrate the city email system to the current version of the email software, Microsoft Exchange 2007. The current city email system is Microsoft Exchange 2003 and has been in use by the city for over three years. As the needs of city employees to provide efficient and timely services to the citizens' increases, a heavier load is placed on the email system. This increased load is resulting in slow response time and increased management difficulty on the Department of Technology in supporting this system. In addition, this software version is approximately 5 years old and does not take advantage of enhanced capabilities within the current hardware. Purchasing and installing the Microsoft Exchange Standard User Client Access Licenses (CAL) 2007 upgrade will enable the Department of Technology the ability to offer more efficient and capable service to the city employees and to the citizens of Columbus. The Microsoft Exchange Standard User Client Access Licenses (CAL) 2007 upgrade will be installed on servers at the city's data center.
The Department of Technology (DoT) exercised due diligence; utilizing services provided by the Purchasing Office, by completing the competitive bid process to comply with Columbus City Code Section 329. Through this process, formal bid information and documents were prepared and posted on the City's solicitation web site (Bid # SA003024). On September 4, 2008 the Purchasing Office received and opened (2) two bids; with the lowest numerical bid received from Software House International Inc. (SHI), with a total amount of $248,724.00. En Pointe Technologies Sales Inc. was the second lowest numerical bid, with a total amount of $254,505.00. Upon completion of reviewing the bids, it was recommended that the award be made to Software House International Inc. (SHI), in the amount of $248,724.00, as they were the lowest, responsive, responsible and best bidder per specification.
This company is not debarred according to the Federal excluded parties listing or prohibited from being awarded a contract according to the Auditor of State unresolved findings for recovery certified search.
Fiscal Impact: This is the first time that the Department of Technology has made a purchase with respect to the Microsoft Exchange Standard User Client Access Licenses (CAL) 2007 with Software Assurance from Software House International Inc. (SHI). Funds for this purchase, totaling $248,724.00 have been identified and are available within the 2008 Department of Technology's Information Services Fund.
Emergency Designation:
Emergency designation is requested/required to meet time lines and deadlines previously established; to immediately facilitate prompt payment; to continue with services that are necessary to support daily operation activities; to ensure no service interruption.
Contract Compliance:
Vendor Name: Software House International Inc. (SHI) CC #: 223009648 Expiration Date: 11/19/2009
Title
To authorize the Director of the Department of Finance and Management, on behalf of the Department of Technology, to establish a purchase order for the purchase of Microsoft Exchange Standard User Client Access Licenses (CAL) 2007 with Software Assurance, from Software House International Inc. (SHI); to authorize the expenditure of $248,724.00 from the 2008 Department of Technology's Information Services Fund; and to declare an emergency. ($248,724.00)
Body
WHEREAS, this legislation authorizes the Director of the Department of Finance and Management, on behalf of the Department of Technology to establish a purchase order for the purchase of Microsoft Exchange Standard User Client Access Licenses (CAL) 2007 with Software Assurance from Software House International Inc. (SHI); and
WHEREAS, this purchase will allow the Department of Technology to install the aforementioned licenses to servers at the city's data center, and will allow the Department of Technology to migrate the city email system to the current version of the email software, Microsoft Exchange 2007; and
WHEREAS, the Department of Technology exercised due diligence by undergoing a formal bid process, completed by the Purchasing Office, in compliance with Columbus City Code Section 329; 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 Finance and Management to establish a purchase order to meet time lines and deadlines previously established; to immediately facilitate prompt payment; to continue with services that are necessary to support daily operation activities; and to ensure no service interruption, 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 Finance and Management, on behalf of the Department of Technology, is authorized to establish a purchase order for the purchase of Microsoft Exchange Standard User Client Access Licenses (CAL) 2007 with Software Assurance from Software House International Inc. (SHI); in the amount of $248,724.00.
SECTION 2. That the expenditure of $248,724.00 or so much thereof as may be necessary is hereby authorized to be expended from:
Div.: 47-02|Fund: 514|SubFund: 001|OCA Code: 472411|Obj. Level 1: 03|Obj. Level 3: 3358|Amount: $198,979.20
Div.: 47-02|Fund: 514|SubFund: 001|OCA Code: 472417|Obj. Level 1: 03|Obj. Level 3: 3358|Amount: $49,744.80
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 for the reasons stated in the preamble hereto, which is hereby made a part hereof, this ordinance is hereby declared to be 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.