Explanation
Background:
The Department of Technology has an immediate need to replace servers that are old, some are out dated, others have reached their end of life cycle, and due to out-dated and obsolete parts, maintenance for the existing servers has become difficult. The replacement of these servers is associated with the Virtualization Project that will allow for the consolidation of multiple servers. This consolidation will provide for more efficient utilization of these resources, reduce time-consuming efforts of managing separate devices and will help staff perform more easily tasks associated with recovery, backup, and archiving, in less time. Also, these servers contain data, information and applications; such as yet not limited to Accela application, used to issue building permits, track code enforcement activities and monitor the performance of the One-Stop-Shop; 311, a call center that provides residents with a single point of contact for requesting all non-emergency services (such as trash pickup); and the Division of Fire EMBERS system, which provides tracking and reporting of emergency runs; and the FleetAnywhere system, which provides for accountability with tracking an unlimited number of city owned fleet equipment such as refuse trucks and various other on road vehicles that support the daily operational requirements of city government, and allows for the collection and management of maintenance data on a citywide basis.
This legislation will authorize the Director of the Department of Finance and Management, on behalf of the Department of Technology, to purchase disk storage hardware; server hardware, sever software; maintenance; education and training credits; and necessary equipment and related services, associated with the Virtualization project. This purchase will allow the Department of Technology to replace the old servers, needed prior to December 2008.
Through the Purchasing Office, due diligence was exercised by completing the competitive bid process in compliance with Columbus City Code Section 329. A formal bid was prepared (SA003098) and advertised in the City Bulletin of November 1, 2008, with an original publish date of October 27, 2008 and posted on the City's solicitation web site (Vendor Services). From this process, there were seventy-nine (79) Vendors electronically contacted. On Thursday, November 6, 2008 the Purchasing Office received and opened five (5) bids, associated with SA003098 from Smart Solutions, Inc., Unisys Corporation, Agilysys, Inc., Software House International, Inc. and Netwave Corporation.
From reviewing the bids, it was recommended that Unisys Corporation, receive the award associated with the disk storage hardware ($131,688.00), storage hardware maintenance ($393.00), and one line item of software as directly related to the disk storage hardware ($32,529.00), with the total amount of $164,610.00, as they were the overall lowest, responsive, responsible and best bidder per specification, within those categories of the bid. Also, it was recommended that Software House International, Inc., receive the award associated with server hardware ($187,108.83), software requirements ($49,893.00), software maintenance ($38,292.00), server hardware maintenance ($10,734.00) and associated training ($10,230.00), with the total amount of $296,257.83, as they were the overall lowest, responsive, responsible and best bidder per specification, within those categories of the bid. Agilysys, Inc. was recommended as the overall lowest, responsive, responsible and best bidder per specification, within the category to provide education and training credits as associated with this project, with the total amount of $10,235.00 (bid tabulation spreadsheet inserted as an attachment to this ordinance). The combined total award for all categories for all three companies is $471,102.83.
These companies are 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.
In order to have funding in the proper accounts to cover expenses associated with this ordinance; this legislation will authorize the City Auditor to transfer funds between object levels within the Department of Technology's Information Services Fund.
Emergency Designation: Emergency designation is requested to meet time-lines associated with replacing obsolete equipment; on which applications that are crucial to many City Departments' operations reside.
Fiscal Impact: This is the first time that the Department of Technology, on behalf of the Department of Public Utilities, has made purchases with respect to the Virtualization project, with replacing servers associated with disk storage hardware, software, maintenance, and education and training, from Unisys Corporation, Software House International, Inc., and Agilysys, Inc. with the total amount being $471,102.83. Funds for this purchase have been identified and will require a transfer of funds within various object levels of the Department of Technology's Information Services Fund
Contract Compliance:
Unisys Corporation - 38-0387840 Expiration Date: 05/03/2009
Software House International - 22-3009648 Expiration - 11/19/2009
Agilysys, Inc. - 34-0907152 Expiration - 8/10/2009
Title
To authorize the Director of Finance and Management to establish purchase orders with Unisys Corporation, Software House International, Inc., and Agilysys, Inc. for the Department of Technology, on behalf of the Department of Public Utilities, for disk storage hardware; server hardware, sever software; maintenance; education and training credits; and necessary equipment and related services, for the Virtualization project; and to authorize the City Auditor to transfer funds between object levels within the Department of Technology's Information Services Fund to cover various cost; to authorize the expenditure of $471,102.83 from the Department of Technology's Information Services Fund; and to declare an emergency. ($471,102.83)
Body
WHEREAS, the Department of Technology has an immediate need to replace servers that are old, out dated and have reached their end of life cycle, and
WHEREAS, this legislation will authorize the Director of Finance and Management, for the Department of Technology, on behalf of the Department of Public Utilities to purchase disk storage hardware; server hardware, sever software; maintenance; education and training credits; and necessary equipment and related services, associated with the Virtualization project; thus allowing the Department of Technology to replace old servers needed prior to December 2008, and
WHEREAS, through the Purchasing Office, the Department of Technology exercised due diligence by completing the competitive bid process in compliance with Columbus City Code Section 329, and
WHEREAS, after reviewing the bids, it was recommended that the award be made to multiple vendors, as they were the overall lowest, responsive, responsible and best bidder per specification,
within categories of the bid, and
WHEREAS, in order to have funding in the proper accounts to cover expenses associated with this ordinance; this legislation will authorize the City Auditor to transfer funds between object levels within the Department of Technology's Information Services Fund, and
WHEREAS, an emergency exists in the usual daily operation of the City of Columbus in that it is immediately necessary to authorize the City Auditor to transfer said funds within the Department of Technology's Information Services Fund, to provide for the cost of the necessary purchase, from Unisys Corporation, Software House International, Inc., and Agilysys, Inc.; for the immediate preservation of the public health, peace, property and safety; now, therefore:
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS
SECTION 1: That the City Auditor is hereby authorized to transfer $388,000.00 between object levels within the Department of Technology's Information Services Fund as follows:
FROM:
Div.:47-02|Fund:514|Subfund:001|Obj. Level One: 02|Obj. Level Three: 2000|OCA Code:472423|Amount:$28,000.00
Div.:47-02|Fund:514|Subfund:001|Obj. Level One: 03|Obj. Level Three:3000|OCA Code:280735 - $40,000.00| OCA Code:280743-$40,000.00|OCA Code:286039-$50,000.00|OCA Code:470113-$50,000.00|OCA Code:472411-$120,000.00|OCA Code:472425-$60,000.00 (Total of Obj. Level Three:3000 - $360,000.00)
TO:
Fund Type Dept. No. Fund Obj Level 1 Obj Level 3 OCA Code Amount
001 47-02 514 06 6655 472417 $388,000.00
TOTAL $388,000.00
SECTION 2: That the Finance and Management Director be and is hereby authorized to establish a purchase order, to purchase disk storage hardware; server hardware, sever software; maintenance; education and training credits; and necessary equipment and related services, associated with the Virtualization project, from Unisys Corporation, Software House International, Inc., and Agilysys, Inc.; in the amount of $471,102.83, for the Department of Technology, on behalf of the Department of Public Utilities.
SECTION 3: That the expenditure of $471,102.83 or so much thereof as may be necessary is hereby authorized to be expended from:
Div.:47-02|Fund:514|Subfund:001|OCA Code:472417|Obj. Level One: 06|Obj. Level Three: 6655|Amount:$231,291.63 - Software House International, Inc.|Amount:$161,688.00 - Unisys Corporation
Div.:47-02|Fund:514|Subfund:001|OCA Code:472417|Obj. Level One: 03|Obj. Level Three: 3358|Amount:$5,710.20 - Software House International, Inc.
Div.:47-02|Fund:514|Subfund:001|OCA Code:472417|Obj. Level One: 03|Obj. Level Three: 3372|Amount:$15,166.00 - Software House International, Inc.|Amount:$393.00 - Unisys Corporation
Div.:47-02|Fund:514|Subfund:001|OCA Code:472417|Obj. Level One: 03|Obj. Level Three: 3331|Amount:$10,230.00 - Software House International, Inc.|Obj. Level Three: 3331|Amount:$10,235.00 - Agilysys, Inc.
Div.:47-02|Fund:514|Subfund:001|OCA Code:472417|Obj. Level One: 03|Obj. Level Three: 3369|Amount:$33,860.00 - Software House International, Inc.|Obj. Level Three: 3369|Amount:$1,329.00 - Unisys, Corporation
Div.:47-02|Fund:514|Subfund:001|OCA Code:472417|Obj. Level One: 03|Obj. Level Three: 3336|Amount:$1,200.00 - Unisys, Corporation
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.