Explanation
This ordinance will authorize the Director of the Department of Technology to enter into an agreement with BIAS Corporation for Oracle software licensing, maintenance and support services. Oracle software is a critical component of a number of citywide business systems; including 311, CUBS, Performance Series, Income Tax, WAM and GIS. The software is server based and has given the City the capability to web-enable applications for citizens' use and ensure compliance with licensing agreements. The term of this agreement is May 31, 2013 to May 30, 2014, with an option to renew for two additional one year terms. The total amount of the agreement is $617,180.78. This includes annual maintenance and support of Oracle database software at a cost of $480,970.78; annual maintenance and support for the Work and Asset Management (WAM) system utilized by the Department of Public Utilities, at a cost of $70,269.00; and the purchase of new Oracle database software at a cost of $65,941.00.
To purchase these services, the Department of Technology published solicitation SA004837, and received five responses on March 21, 2013. The lowest and best bidder, providing pricing for each item in the solicitation, is BIAS Corporation. BIAS Corporation is an Oracle Platinum Partner, and meets the bidder requirements published in the solicitation.
1. TMH Solutions, LLC: N/A (Non-Responsive)
2. BIAS Corporation: $617,180.78
3. Elegant Enterprise - Wide Solutions: $661,879.86
4. Warnock Tanner & Associates: N/A (Non-Responsive)
5. Great Northern Consulting Services: $647,747.92
Additional terms and conditions are required by Oracle for Oracle resellers, so the Department of Technology was required to utilize a modified standard city contract for this agreement, which has been approved by the City Attorney's Office. Given the change to the City's standard terms and conditions as published in the solicitation, this ordinance requests a waiver of competitive procurement provisions, in accordance with section 329.37 of the Columbus City Code.
FISCAL IMPACT:
During fiscal years 2011 and 2012, $463,356.15 and $477,256.83 were expended respectively with Oracle America, Inc. for annual software maintenance and support. The cost for the 2013 services is $617,180.78 and will be provided through the vendor BIAS Corporation (SA004837). Funding is available in the amount of $617,180.78 within the Department of Technology, Information Services Division, internal service fund.
EMERGENCY:
Emergency action is requested to expedite authorization of this contract in order to initiate services from the supplier at the prices proposed; to continue with services that are necessary to support daily operation activities; to ensure no service interruption.
CONTRACT COMPLIANCE:
Vendor Name: BIAS Corporation CC #/F.I.D #: 59-3676651 Expiration Date: 03/06/2015
Title
To authorize the Director of the Department of Technology to enter into an annual contract for Oracle maintenance, support and upgrades provided by BIAS Corporation; to waive the competitive bidding provisions in the Columbus City Codes; to authorize the expenditure of $617,180.78 from the Department of Technology, Information Services Division, internal service fund; and to declare an emergency. ($617,180.78)
Body
WHEREAS, this ordinance will authorize the Director of the Department of Technology to enter into an agreement with BIAS Corporation for Oracle software licensing, maintenance and support services for a total amount of $617,180.78, with a coverage term period from May 31, 2013 through May 30, 2014, with an option to renew for two additional one year terms; and
WHEREAS, to purchase these services, the Department of Technology published solicitation SA004837, and received five responses on March 21, 2013. The lowest and best bidder, providing pricing for each item in the solicitation, is BIAS Corporation who is an Oracle Platinum Partner, and meets the bidder requirements published in the solicitation; and
WHEREAS, additional terms and conditions are required by Oracle for Oracle resellers, therefore given the change to the City's standard terms and conditions as published in the solicitation (SA004837), this ordinance requests a waiver of competitive procurement provisions, in accordance with section 329.37 of the Columbus City Code; and
WHEREAS, an emergency exists in the daily operation of the Department of Technology, in that it is immediately necessary to authorize the Director of the Department of Technology to enter into an annual contract with BIAS Corporation for Oracle maintenance, software support and upgrade services, 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 Technology be and is hereby authorized to enter into an annual contract with BIAS Corporation for Oracle maintenance, software support and upgrade services, in the amount of $617,180.78. This includes annual maintenance and support of Oracle database software at a cost of $480,970.78; annual maintenance and support for the Work and Asset Management (WAM) system utilized by the Department of Public Utilities, at a cost of $70,269.00; and the purchase of new Oracle database software at a cost of $65,941.00. The term of this contract is May 31, 2013 to May 30, 2014, with an option to renew for two (2) additional one year terms.
SECTION 2: That the expenditure of $617,180.78 or so much thereof as may be necessary is hereby authorized to be expended from:
Object Level 1: 03| Object Level 3 code: 3369 - Software maintenance/support: Total: $480,970.78
Dept./Div.:47-02| Fund 514| Subfund: 001| OCA code: 470202| Amount: $ 480,970.78| (DoT)
Object Level 1: 03| Object Level 3 code: 3369 - Software maintenance/support: Total: $70,269.00
Dept./Div.:47-01| Fund 514| Subfund: 550| OCA code: 514550| Amount: $ 4,286.41| (DPU - Electricity)
Dept./Div.:47-01| Fund 514| Subfund: 600| OCA code: 514600| Amount: $ 27,264.37| (DPU - Water)
Dept./Div.:47-01| Fund 514| Subfund: 650| OCA code: 514650| Amount: $ 30,567.02| (DPU - Sewers & Drains)
Dept./Div.:47-01| Fund 514| Subfund: 675| OCA code: 514675| Amount: $ 8,151.20| (DPU - Stormwater)
Object Level 1: 03| Object Level 3 code: 3358 - Software Licenses: Total: $65,941.00
Dept./Div.:47-01| Fund 514| Subfund: 550| OCA code: 514550| Amount: $ 4,022.40| (DPU - Electricity)
Dept./Div.:47-01| Fund 514| Subfund: 600| OCA code: 514600| Amount: $ 25,585.11| (DPU - Water)
Dept./Div.:47-01| Fund 514| Subfund: 650| OCA code: 514650| Amount: $ 28,684.33| (DPU - Sewers & Drains)
Dept./Div.:47-01| Fund 514| Subfund: 675| OCA code: 514675| Amount: $ 7,649.16| (DPU - Stormwater)
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 associated with this contract modification and expenditure of funds associated with this contract.
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 the competitive bidding provisions of the Columbus City Codes, Section 329.07 are hereby waived for the good cause shown.
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.