Explanation
BACKGROUND:
This legislation authorizes the Director of Finance and Management, on behalf of the Department of Technology (DoT), to establish a purchase order from an existing Universal Term Contract (UTC FL006269, BPO BPCMP46C) with OnX USA LLC, which expires June 30, 2017. Prior to this ordinance, UT056251 in the amount of $24,454.88 was certified to cover the two month term period beginning July 1, 2015 to August 31, 2015. This ordinance will provide for annual software maintenance and support for existing licenses with a ten month term period from September 1, 2015 to June 30, 2016 at a cost of $122,274.40.
DoT utilizes HP Information Technology Service Management (ITSM) software to enable its department customers to report technology issues and requests by creating tickets online or by calling the DoT Help Desk. The ITSM system enables DoT to assign tickets to relevant staff and track problem resolution and request fulfillment, also enabling customers to monitor progress on tickets submitted. The system also enables DoT to manage changes in the City’s technology environment to ensure stability and service reliability. DoT also uses the ITSM system to proactively monitor other critical systems (e.g., Accela, CUBS, 311) so DoT can detect and resolve potential issues with these systems before department customers are impacted.
FISCAL IMPACT:
In 2013 and 2014, the department expended $96,933.14 and $143,512.58 for annual software maintenance and support. UT056251 for $24,454.88 was certified to cover the two month period from July 1, 2015 to August 31, 2015 and with the passage of this ordinance for $122,274.40 will cover a ten month period starting September 1, 2015 to June 30, 2016. Funding is budgeted and available within the Department of Technology, Information Services Division, internal service fund to cover this cost. The aggregate total of the UT and this ordinance for year 2015 is $146,729.28.
EMERGENCY:
Emergency designation is being requested for this purchase to continue with services that are necessary to support daily operation activities; to ensure no service interruption.
CONTRACT COMPLIANCE NUMBER:
Vendor Name: OnX USA LLC F.I.D.#/CC#: 27 - 1445264 Expiration Date: 02/02/2017
Title
To authorize the Director of the Department of Finance and Management, on behalf of the Department of Technology, to establish a purchase order with OnX USA LLC from a pre-existing Universal Term Contract (UTC), for Hewlett Packard (HP) software maintenance and support; and to authorize the expenditure of $122,274.40 from the Department of Technology, Information Services Division, Internal Service Fund, and to declare an emergency. ($122,274.40)
Body
WHEREAS, this legislation authorizes the Director of Finance and Management, on behalf of the Department of Technology (DoT), to establish a purchase order from an existing Universal Term Contract (UTC FL00006269, BPO BPCMP46C) with OnX USA LLC, which expires June 30, 2017; and
WHEREAS, it is necessary to purchase Hewlett Packard (HP) software maintenance and support on existing licenses UT056251 in the amount of $24,454.88 was certified to cover a two month term period beginning July 1, 2015 to August 31, 2015, and to authorize a purchase order in the amount of $122,274.40 for a ten month coverage period from September 1, 2015 through June 30, 2016 for the technology infrastructure and service management applications used by the Department of Technology; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Technology in that it is immediately necessary to establish a purchase order from an existing Universal Term Contract with OnX USA LLC for Hewlett Packard (HP)software maintenance and support to ensure no service interruption, thereby protecting 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 hereby authorized to establish a purchase order from a pre-existing Universal Term Contract (UTC/FL00006269, BPO BPCMP46C) with OnX USA LLC which expires June 30, 2017, for Hewlett Packard (HP) software maintenance and support on existing licenses. UT056251 for $24,454.88 was certified to cover the two month period from July 1, 2015 to August 31, 2015 and with the passage of this ordinance for $122,274.40 will cover a ten month period starting September 1, 2015 to June 30, 2016. The aggregate total of the UT and this ordinance for year 2015 is $146,729.28.
SECTION 2: That the expenditure of $122,274.40 or so much thereof as may be necessary is hereby authorized to be expended from:
Div.: 47-02|Fund: 514|Sub-Fund: 001|OCA Code: 470202|Obj. Level 1: 02|Obj. Level 3: 3369|Amount: $122,274.40 {maintenance & support existing licenses}
SECTION 3: 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 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 approved nor vetoes the same.