Explanation
BACKGROUND:
This legislation authorizes the Director of the Department of Technology (DoT) to enter into an agreement with OnGuard Systems LLC to purchase software licenses for the IntelligentID activity monitoring system. IntelligentID software will enable the City to monitor employee computing activities to ensure compliance with technology security policies, maximize productivity, track application utilization, and provide real-time user notification of potential security policy violations, thereby preventing data losses or security breaches. The software can be used for up to 5,000 City computer users, at a cost of $343,530.00.
Last year, the City entered into an agreement (ED042597) with OnGuard Systems to pilot the use of IntelligentID software. The pilot successfully identified personnel who were intentionally circumventing existing monitoring tools in violation of City computer use policies. OnGuard Systems has also provided the City a comparison of the IntelligentID system with other similar products (Overtis and Packet Motion). This product comparison demonstrates that IntelligentID provides valuable features not available in other software products. Based on this product comparison and the City's experience in the pilot project, this ordinance requests waiver of competitive bidding provisions of Columbus City Codes, Section 329.
This ordinance also authorizes the appropriation and transfer of cash from other projects within the Information Services Bond Fund, and will amend the 2011 Capital Improvement Budget (CIB), passed March 7, 2011, Ordinance No. 0266-2011, to accomodate for the additional expenditure authorized by this ordinance.
EMERGENCY DESIGNATION:
Emergency action is requested to expedite authorization of this contract in order to initiate services from the supplier at the negotiated prices.
FISCAL IMPACT:
In 2010, $19,849.00 was expended with OnGuard Systems LLC for the purchase of software licenses for the IntelligentID activity monitoring system. The total cost of this ordinance is $343,530.00, with the funding coming from the Department of Technology, Information Services Capital Improvement Bond Fund by transferring cash of ($243,077.23) from the Enterprise System Upgrades Project (470047-100000) and ($100,452.77) from the GTC-3 Media Svs Equipment Project (470054-100006) to (470047-100002) the Enterprise System Project - Security Pro. Funding in the amount of $343,530.00, has been identified and is available within the Department of Technology, Information Services Division, Capital Improvement Bond Fund. The aggregate contract total amount is $363,379.00.
CONTRACT COMPLIANCE NUMBER:
Vendor: OnGuard Systems LLC C.C.#: 26-4036691 Expiration Date: 11/5/2012
Title
To authorize the Director of the Department of Technology to enter into a contract with OnGuard Systems LLC, for the purchase of software licenses for the IntelligentID activity monitoring system; to waive the competitive bidding provisions of the Columbus City Codes; to authorize the transfer of appropriation and cash between projects in the Information Services Bond Fund; to amend the 2011 Capital Improvement Budget; to authorize the expenditure of $343,530.00 from the Department of Technology, Information Services Division, Capital Improvement Bond Fund; and to declare an emergency. ($343,530.00)
Body
WHEREAS, this legislation will authorize the Director of the Department of Technology to enter into a contract with OnGuard Systems LLC, for the purchase of software licenses for the IntelligentID activity monitoring system; and
WHEREAS, intelligentID software will enable the City to monitor employee computing activities to ensure compliance with technology security policies, maximize productivity, track application utilization, and provide real-time user notification of potential security policy violations, thereby preventing data losses or security breaches; and
WHEREAS, this ordinance requests approval of the services provided by OnGuard Systems LLC, and to waive the competitive bidding provisions of the Columbus City Code, Section 329.06; and
WHEREAS, this ordinance authorizes the appropriation and transfer of cash from other projects within the Information Services Bond Fund, and will amend the 2011 Capital Improvement Budget (CIB), passed March 7, 2011, Ordinance No. 0266-2011, to accomodate for the additional expenditure authorized by this ordinance; and
WHEREAS, an emergency exists in the usual and daily operation of the Department of Technology, in that it is immediately necessary for the Director of the Department of Technology to enter into a contract with OnGuard Systems LLC for the purchase of software licenses associated with the IntelligentID activity monitoring system; for the 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 the Department of Technology be and is hereby authorized to enter into a contract with OnGuard Systems LLC, for the purchase of software licenses for the IntelligentID activity monitoring system, in the amount of $343,530.00.
SECTION 2: That the 2011 Capital Improvement Budget is hereby amended as follows for this expenditure:
Department of Technology, Information Services Dept./Div. 47-02
Information Services Bond Fund #514
Project Name/Number/Subfund Current CIB Amount Revised Amount Amount Change
Enterprise System Upgrades:
470047-100000 / 002 $350,000 $106,922 ($243,078)
GTC-3 Media Svs Equipment:
470054-100006 / 002 $100,453 $0 ($100,453)
Enterprise System Project Security Pro:
470047-100002 / 002 $0 $343,531 $343,531
SECTION 3: That the City Auditor is hereby authorized and directed to transfer funds and appropriation within the Information Services Bond Fund as follows:
FROM:
Dept./Div. 47-02| Fund 514| Subfund: 002| Project Number: 470047-100000| Project Name: Enterprise System Upgrades| OCA Code: 514047|OBJ Level 1: 06|OBJ Level 3: 6649| Amount: $243,077.23
Dept./Div. 47-02| Fund 514| Subfund: 002| Project Number: 470054-100006| Project Name: GTC-3 Media Svs Equipment| OCA Code: 475406|OBJ Level 1: 06|OBJ Level 3: 6649| Amount: $100,452.77
TO:
Dept./Div. 47-02| Fund 514| Subfund: 002| Project Number: 470047-100002| Project Name: Enterprise System Project Security Pro| OCA Code: 514472|OBJ Level 1: 06|OBJ Level 3: 6649| Amount: $343,530.00
SECTION 4: That the expenditure of $343,530.00 or so much thereof as may be necessary is hereby authorized to be expended from:
Dept./Div. 47-02| Fund 514| Subfund: 002| Project Number: 470047-100002| Project Name: Enterprise System Project Security Pro| OCA Code: 514472|OBJ Level 1: 06|OBJ Level 3: 6649| Amount: $343,530.00
SECTION 5: 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 6: That this ordinance requests to waive the competitive bidding provisions of the Columbus City Code Section 329.06.
SECTION 7: 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.