Explanation
1. BACKGROUND:
This ordinance authorizes the Director of the Department of Technology (DoT) to modify an existing contract with The Jasper Group International, Inc. for Server Storage Array Equipment and NetApp Equipment Maintenance services.
The Department of Technology, which maintains the City’s data centers, requires services to ensure reliable operations in the City data center. This agreement will provide additional services for the maintenance and support for City servers. This will ensure support for coverage in the event of a failure and significantly reduce the risk of data loss.
Ordinance No. 2942-2021, authorized the Director of Technology to enter into contract for the amount of $69,620.00. The contract had the option to be renewed for four (4) additional one (1) year terms. Ordinance No. 2763-2022 authorized the first renewal amount of $49,476.00. In 2023, the renewal amount of $19,118.00 was not legislated because the required amount was under the $50,000 threshold.
Ordinance 2997-2024, passed on November 21, 2024, authorized the third (3) renewal for the Director of the Department of Technology to renew contract with The Jasper Group International, Inc. The coverage term period covered December 1, 2024, to November 30, 2025, at a cost of $64,034.00.
This ordinance authorizes the Director of the Department of Technology to add funds for the total of $68,510.00 which includes additional funds for hardware maintenance and support in the amount of $27,160.00 and maintenance for Police DFU Server Hardware, in the amount of $41,350.00.
1.1 Amount of additional funds to be expended: $68,510.00
The original contract amount: $69,620.00 (Ord. 2942-2021, PO300415)
Optional Renewal 1: $49,476.00 (Ord. 2763-2022, PO361064)
Optional Renewal 2: $19,118.00 (PO414248)
Optional Renewal 3: $64,034.00 (Ord. 2997-2024, PO479732)
The total of Modification No. 1: $68,510.00 (This Ordinance)
The contract amount including all renewals and modifications: $270,758.00
1.2 Reasons additional goods/services could not be foreseen:
This was an unforeseen change that was not planned. The previously ordinance authorized funding for services did not include these additional necessary services.
1.3 Reason other procurement processes are not used:
The current vendor is currently providing similar services and these new services need to added as soon as possible. To bid out this portion of work, would cause a delay of much needed services. It was decided that it is in the best interest of the City to modify the existing contract.
1.4 How cost of modification was determined:
The cost of this contract modification is consistent with the rates established within the original contract.
2. CONTRACT COMPLIANCE:
Vendor Name: The Jasper Group International, Inc.
Expiration Date: 1/13/2027
D365 Vendor Acct. #: 011453
3. FISCAL IMPACT:
Funding in the amount of $68,510.00 is budgeted and available in the Department of Technology’s, Information Services Division’s Operating Fund, Fund 5100.
4. EMERGENCY DESIGNATION
Emergency designation is being requested for these services that are necessary to support daily operation activities, to ensure no service interruption, and to establish a purchase order as soon as possible.
Title
To authorize the Director of the Department of Technology to modify an existing contract with The Jasper Group International, Inc. to add additional funding; to authorize the expenditure of $68,510.00 from the Department of Technology, Information Services Operating Fund; and to declare an emergency. ($68,510.00)
Body
WHEREAS, Ord. No. 2942-2021, authorized the Director of the Department of Technology to enter into contract with The Jasper Group International, Inc. for the extended warranty, maintenance, support and monitoring services for Hewlett Packard servers and EMC data storage equipment. Ord. No. 2763-2022 authorized the first (1) renewal and in 2023 the second (2) renewal was not legislated due to the threshold requirements; and
WHEREAS, Ord. No. 2997-2024, authorized the Director of the Department of Technology to renew the contract for The Jasper Group International, Inc. for the maintenance and support for City servers; and
WHEREAS, it is necessary to authorize the Director of the Department of Technology to modify the contract with The Jasper Group International, Inc to add $68,510.00 to add support services for Server and Storage Array Equipment and NetApp Equipment Maintenance services; and
WHEREAS, it is necessary to authorize the expenditure of $68,510.00 from the Department of Technology, Information Services Operating Fund; and
WHEREAS, an emergency exists in that it is immediately necessary to authorize the Director of the Department of Technology to modify the contract with The Jasper Group International, Inc. for Server, Storage Array Equipment and NetApp Equipment Maintenance services to add additional funding to cover the cost of providing additional services for the maintenance and support for City servers, to ensure support for coverage in the event of a failure and significantly reduce the risk of data loss, 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 Director of Technology be, and hereby is, authorized to modify the existing contract with The Jasper Group International, Inc. for Server, Storage Array Equipment and NetApp Equipment Maintenance services to add additional funding in an amount up to $68,510.00.
SECTION 2. That the expenditure of $68,510.00, or so much thereof as may be necessary is hereby authorized to be expended from Department of Technology, Information Services Division, Information Services Operating Fund. (See 2073-2025EXP)
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 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 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.