Explanation
BACKGROUND:
This legislation authorizes the Director of the Department of Technology (DoT) to enter into an agreement with OARnet/OSU, a non-profit organization, to purchase VMWare ThinApp software. This agreement with OARnet will include software licensing, first year support, and professional services needed to implement the VMWare ThinApp software application. The associated coverage term period is one (1) year from the date of a certified purchase ordered issued by the City of Columbus, City Auditor's Office.
The total cost of this purchase is $128,390.00. This cost includes $75,325 for software licenses, $33,325 for software maintenance and support, and $19,740.00 for professional services needed to implement the VMWare ThinApp software application. Through the State of Ohio Virtualization Program, OARnet offers significant discounts on VMWare that are not available in the market place. So it is in the City's best interests to procure VMWare through OARnet, instead of through another procurement process. The pricing offered the City reflects the agreed upon public sector discounts available to all participants in the State of Ohio Virtualization Program.
The ThinApp application suite allows the Department of Technology to virtualize applications for the sake of extending the life of an application, making older applications compatible until proper funding can be established to replace or upgrade the outdated applications. VMWare ThinApp will also allow for the virtualization of an application and to centrally locate that application on a server to be streamed to all users who are in need of that application. This technology and methodology greatly increases the efficiency, deployment, and support of a citywide application and minimizes the need to install that application on each PC, but rather having each PC stream that single application from a server when needed. This technology in turn, also allows for the ability to update citywide applications within minutes rather than the traditional deployment over a period of days/weeks. This has the ability to minimize the number of Helpdesk tickets, and the requirement to have staff attend onsite to resolve software installation issues.
This ordinance also requests to waive the competitive bidding provisions in accordance with section 329 of the Columbus City Code. This purchase with OARnet is from the State of Ohio Virtualization Program and is a critical part of DoT's capital project for virtualization. OARnet pricing discounts for VMWare are greater than can be achieved through the bid process. This has been confirmed most recently in responses to solicitation SO037822, published in July 2011.
EMERGENCY:
Emergency action is requested to expedite authorization of this contract in order to initiate services from the supplier at the prices proposed.
FISCAL IMPACT:
In 2010 and 2011, the Department of Technology legislated $170,831.53 and $30,614.29 respectively with OARnet/OSU for VMware software licenses, training, and associated services needed. This purchase, in the amount of $128,390.00, is to include software licensing, first year support, and professional services needed to implement the VMWare ThinApp software application. The funds are budgeted and available within the Department of Technology, Information Services Division, Capital Improvement Bond Fund.
CONTRACT COMPLIANCE:
Vendor: OARnet/OSU, 1224 Kinnear Rd Ste. 130, Columbus, OH 43212 CC#/FID#: 31-6025986 (105) Non Profit Organization (NPO)
Title
To authorize the Director of the Department of Technology to enter into an agreement with OARnet/OSU, for VMWare software licensing, first year support, and professional services needed to implement the VMWare ThinApp software application; to waive the competitive bidding provisions of Columbus City Codes; to authorize the expenditure of $128,390.00 from the Department of Technology, Information Services Division, Capital Improvement Bond Fund; and to declare an emergency. ($128,390.00)
Body
WHEREAS, this legislation will authorize the Director of the Department of Technology to enter into an agreement with OARnet/OSU to acquire and implement a VMWare ThinApp software application at a cost of $128,390.00 ($75,325.00 for software licenses, $33,325.00 for first year software maintenance and support, and $19,740.00 for professional services) with an associated coverage term period of one (1) year from the date of a certified purchase ordered issued by the City of Columbus, City Auditor's Office, and
WHEREAS, the VMWare software is needed to operate virtual servers which has been adopted by the Department of Technology to further reduce costs of software licensing and hardware purchases, and with the pricing offered the City reflects the agreed upon public sector discounts available to all participants in the State of Ohio Virtualization Program; and
WHEREAS, this ordinance requests approval to waive the competitive bidding provisions of the Columbus City Codes Section 329.07 to allow the Department of Technology to acquire the VMWare ThinApp software application licensing, first year support, and professional services, and
WHEREAS, an emergency exists in the City in that it is immediately necessary for the Director of the Department of Technology to enter into an agreement with OARnet/OSU, to acquire software licensing, first year support, and professional services needed to implement the VMWare ThinApp software application, 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 (DoT) be and is hereby authorized to enter into an agreement with OARnet/OSU in the amount of $128,390.00, to acquire software licensing, first year support, and professional services needed to implement the VMWare ThinApp software application. The associated coverage term period is one (1) year from the date of a certified purchase ordered issued by the City of Columbus, City Auditor's Office. The funds are budgeted and available within the Department of Technology, Information Services Division, Capital Improvement Bond Fund.
SECTION 2: That the expenditure of $128,390.00 or so much thereof as may be necessary is hereby authorized to be expended from:
Dept./Div. 47-02| Fund 514| Sub-fund: 002| Project Number: 470052-100003 (carryover)|Project Name: VM Ware Virtual Desktop Infrastructure |OCA Code: 514523| Obj. Level 1: 06| Obj. Level 3: 6649| Amount: $75,325.00 (Software Licenses)
Dept./Div. 47-02| Fund 514| Sub-fund: 002| Project Number: 470052-100003 (carryover)|Project Name: VM Ware Virtual Desktop Infrastructure |OCA Code: 514523| Obj. Level 1: 06| Obj. Level 3: 6649| Amount: $33,325.00 (Software Maintenance and Support)
Dept./Div. 47-02| Fund 514| Sub-fund: 002| Project Number: 470052-100003 (carryover)|Project Name: VM Ware Virtual Desktop Infrastructure |OCA Code: 514523| Obj. Level 1: 06| Obj. Level 3: 6649| Amount: $19,740.00 (Professional Services)
SECTION 3: That the City Auditor is authorized to make any changes to revise the funding source for any contract or contract modifications associated with this ordinance.
SECTION 4: That the competitive bidding provisions of the Columbus City Codes Section 329.07 are hereby waived for good cause shown.
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.