Explanation
1. BACKGROUND:
This ordinance authorizes the Director of the Department of Technology (DoT) to modify an existing contract with Carahsoft Technology Corporation for professional services for the migration of the city’s on-premise email into the Microsoft O365 cloud.
The city’s current on-premise exchange 2019 email environment, for both the Columbus and Police email domains, will go “end-of-life” in October of 2025. To address this, the city requested authorization to contract with Carahsoft Technology Corporation to configure and migrate the current on-premise email into the Microsoft O365 cloud.
Ordinance 3171-2024, passed December 9, 2024 authorized the Director of the Department of Technology to enter into contract with Carahsoft Technology Corporation. The coverage term period was for one year beginning from the date of the confirmed purchase order by the City Auditor’s Office on December 23, 2024 through December 22,2025, at a cost of $159,828.56.
This ordinance authorizes the Director of the Department of Technology to add funds to the 2024 Exchange Email Migration contract to include additional funding for the total of $42,023.12, which includes $7,023.12 for the Organizational Change Management (OCM) and $35,000.00 in contingency funds that includes support for the transition to the new Exchange Online platform and provide flexibility to address any additional unforeseen issues that may arise during the project and extend the contract one year from the date of a confirmed purchase order.
1.1 Amount of additional funds to be expended: $18,780.00
The original contract amount: $159,828.56 (Ord. 3171-2024, PO482542)
The total of Modification No. 1: $ 42,023.12 (This Ordinance)
The contract amount including all modifications: $201,851.68
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 contingency funds to address potential unforeseen occurrences during the project.
1.3 Reason other procurement processes are not used:
The current vendor has already started performing the work and it would cause a delay to bid this portion of the work out. 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 - Carahsoft Technology Corporation
Vendor No. - 009115
Expires - 9/26/2026
3. FISCAL IMPACT:
The funds for this expenditure have been identified and are available within the Department of Technology, Information Services Division, Information Services Operating Fund.
4. EMERGENCY DESIGNATION
Emergency action is requested so that work can proceed and the new services implemented before the deadline.
Title
To authorize the Director of the Department of Technology to modify an existing contract with Carahsoft Technology Corporation; to authorize the expenditure of $42,023.12 from the Department of Technology, Information Services Division, Information Services Operating Fund; and to declare an emergency. ($42,023.12)
Body
WHEREAS, the city’s current on-premise exchange 2019 email environment, for both the Columbus and Police email domains, will go “end-of-life” in October of 2025. To address this, the city requested authorization to contract with Carahsoft Technology Corporation to configure and migrate the current on-premise email into the Microsoft O365 cloud; and
WHEREAS, Ordinance 3171-2024, passed December 9, 2024, authorized the Director of the Department of Technology to enter into contract with Carahsoft Technology Corporation for $159,828.56; and
WHEREAS, the Department of Technology wishes to modify an existing contract with Carahsoft Technology Corporation to configure and migrate the city’s on-premise email into the Microsoft O365 cloud; and
WHEREAS, it is now necessary to enter into a contract modification with Carahsoft Technology Corporation for professional services to add funds to cover the costs the change order related to Organizational Change Management (OCM) and funds to support the transition to the new Exchange Online platform and provide flexibility to address any unforeseen issues that may arise during the project in the amount of $42,023.12 and to extend the project for one year from a confirmed purchase order; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Technology in that it is immediately necessary to authorize the Director to modify the contract with Carahsoft Technology Corporation to configure and migrate the city’s on-premise email into the Microsoft O365 cloud to ensure that city employees continue to have access to email services, for the immediate 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 modify an existing contract with Carahsoft Technology Corporation to configure and migrate the city’s on-premise email into the Microsoft O365 cloud to add funds in an amount up to $42,023.12 and to extend the contract for one year from a confirmed purchase order.
SECTION 2. That the expenditure of $42,023.12, 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 1611-2025 EXP)
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. Funds are hereby deemed appropriated and expenditures and transfers authorized to carry out the purposes of this ordinance 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.