Explanation
Background: This legislation authorizes the Director of the Department of Finance and Management, on behalf of the Department of Technology (DoT), to establish two (2) purchase orders from two (2) existing Universal Term Contracts (UTCs) with Agilysys, Inc. The purchase orders will provide for EMC and Hewlett Packard (HP) equipment maintenance and EMC software maintenance and support services used to maintain, repair and upgrade the city's Storage Area Network (SAN) and HP server environment.
The existing Universal Term Contracts, (FL004390, for HP equipment maintenance services; and FL004391, for EMC equipment maintenance and services) were established by the Purchasing Office via solicitations SA003271 and SA003280 through the passage of ordinance number 0890-2009 and 0892-2009, passed on July 6, 2009 will expire on June 30, 2011. However, the Purchasing Office is in the process of extending the contracts for an additional one (1) year term, with an expiration of June 30, 2012. The total cost for the maintenance services is $231,264.97, which includes: $157,457.68 for HP equipment maintenance, $56,206.90 for EMC equipment maintenance, and $17,600.39 for EMC software maintenance and support. This cost reflects the discounts off list prices established in the UTCs: 15% for HP equipment maintenance, 22% for EMC equipment maintenance and 15% for EMC software maintenance and support. This ordinance will also authorize any remaining funds from purchase order UL006462 to be expended through June 30, 2012.
Fiscal Impact: During fiscal year 2009 and 2010 $280,140.00 and $248,393.59 was expended for HP and EMC equipment maintenance and related services. The total cost associated with this ordinance is $231,264.97, which includes $157,457.68 for HP equipment maintenance, $56,206.90 for EMC equipment maintenance, and $17,600.39 for EMC software maintenance and support. The funds were budgeted and are available within the Department of Technology Information Services Division, Internal Services Fund.
EMERGENCY DESIGNATION:
Emergency designation is being requested to allow for continual support without interruption of service to critical daily operations.
Contract Compliance: Agilysys, Inc. 34-0907152 Expiration Date: 05/04/2013
Title
To authorize the Director of the Department of Finance and Management, on behalf of the Department of Technology, to establish two (2) purchase orders with Agilysys, Inc. from two (2) existing Universal Term Contracts for repairs, maintenance support and upgrades associated with the EMC mass storage device, Storage Area Network (SAN) and Hewlett Packard (HP) servers; and to authorize the expenditure of $231,264.97 from the Department of Technology Information Services Division, Internal Services Fund; and to declare an emergency ($231,264.97).
Body
WHEREAS, this legislation authorizes the Director of the Department of Finance and Management, on behalf of the Department of Technology (DoT), to establish two (2) purchase orders from two (2) existing Universal Term Contracts (UTCs) with Agilysys, Inc. The purchase orders will provide for EMC and Hewlett Packard (HP) equipment and services used to maintain, repair and upgrade the city's Storage Area Network (SAN) and HP server environment with a term period of July 1, 2011 through June 30, 2012, and
WHEREAS, the existing UTCs FL004390 and FL004391 that will be utilized upon passage of this ordinance were established by the Purchasing Office via solicitations SA003271 and SA003280, through the passage of ordinance number 0890-2009 and 0892-2009, passed on July 6, 2009; and will expire on June 30, 2011. However, the Purchasing Office is in the process of extending the contracts for an additional one (1) year term, with an expiration of June 30, 2012, and
WHEREAS, this ordinance will also authorize any remaining funds from purchase order UL006462 to be expended through June 30, 2012, and
WHEREAS, an emergency exists in the usual and daily operation of the Department of Technology in that it is necessary to establish two (2) purchase orders in order to avoid service interruption and continue with services for maintenance support, equipment, and upgrades, for the preservation of the public health, peace, property, safety and welfare; now, therefore
BE IT ORDAINED BY THE CITY COUNCIL OF COLUMBUS:
SECTION 1: That the Director of the Department of Finance and Management, on behalf of the Department of Technology, is hereby authorized to establish two (2) purchase orders from two (2) existing Universal Term Contracts (UTCs), (FL004390 and FL004391 - expiration date of June 30, 2011, being extend for one additional term through June 30,2012) with Agilysys, Inc. for EMC and HP equipment maintenance and EMC software maintenance and support services in the amount of $231,264.97 which includes $157,457.68 for HP equipment maintenance, $56,206.90 for EMC equipment maintenance support and $17,600.39 for EMC software maintenance, with a term period of July 1, 2011 through June 30, 2012. In addition, any remaining funds from purchase order UL006462 are authorized to be expended through June 30, 2012.
SECTION 2: That the expenditure of $231,264.97 or so much thereof as may be necessary is hereby authorized to be expended from:
Div. 47-02|Fund: 514|Sub fund: 001|OCA: 470202 |Obj. Level 1: 03|Obj. Level 3: 3372 | Amount: $157,457.68 (HP)
Div. 47-02|Fund: 514|Sub fund: 001|OCA: 470202 |Obj. Level 1: 03|Obj. Level 3: 3372 | Amount: $56,206.90 (EMC)
Div. 47-02|Fund: 514|Sub fund: 001|OCA: 470202 |Obj. Level 1: 03|Obj. Level 3: 3369 | Amount: $17,600.39 (EMC)
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 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 approved nor vetoes the same.