Explanation
BACKGROUND:
This legislation authorizes the Director of Finance and Management, on behalf of the Department of Technology (DoT), to establish a purchase order from an existing Universal Term Contract (UTC FL005254, BPO BPCMP46B) with OnX USA LLC, which expires June 30, 2015. This ordinance will provide $132,290.88 for software maintenance and support for existing licenses with a term period from July 1, 2014 to June 30, 2015. In addition, $62,219.10 will cover the cost of new software licenses w/1st year support and software maintenance and support for the Division of Police to continue implementation of the technology service management system utilized by DoT. The term period for this software maintenance and support is one year from the date of a purchase order certified by the City Auditor. The total cost for this ordinance is $194,509.98. The pricing offered the City reflects the agreed upon discounts available.
DoT utilizes HP Information Technology Service Management (ITSM) software to enable its department customers to report technology issues and requests by creating tickets online or by calling the DoT Help Desk. The ITSM system enables DoT to assign tickets to relevant staff and track problem resolution and request fulfillment, also enabling customers to monitor progress on tickets submitted. The system also enables DoT to manage changes in the City's technology environment to ensure stability and service reliability. DoT also uses the ITSM system to proactively monitor other critical systems (e.g., Accela, CUBS, 311) so DoT can detect and resolve potential issues with these systems before department customers are impacted.
FISCAL IMPACT:
Funding is available in the amount of $194,509.98 within the Department of Technology, Information Services Division, internal service fund.
EMERGENCY:
Emergency designation is being requested for this purchase to continue with services that are necessary to support daily operation activities; to ensure no service interruption.
CONTRACT COMPLIANCE NUMBER:
Vendor Name: OnX USA LLC F.I.D.#/CC#: 27 - 1445264 Expiration Date: 12/02/2015
Title
To authorize the Director of the Department of Finance and Management, on behalf of the Department of Technology, to establish a purchase order with OnX USA LLC from a pre-existing Universal Term Contract (UTC), for Hewlett Packard (HP) software maintenance and support in addition to the purchase of new licenses and maintenance and support; and to authorize the expenditure of $194,509.98 from the Department of Technology, Information Services Division, Internal Service Fund, and to declare an emergency. ($194,509.98)
Body
WHEREAS, this legislation authorizes the Director of Finance and Management, on behalf of the Department of Technology (DoT), to establish a purchase order from an existing Universal Term Contract (UTC FL005254, BPO BPCMP46B) with OnX USA LLC, which expires June 30, 2015; and
WHEREAS, the purchase order will provide for Hewlett Packard (HP) software maintenance and support on existing licenses in the amount of $132,290.88 with the coverage period of the support from July 1, 2014 through June 30, 2015 for the technology infrastructure and service management applications used by the Department of Technology, and $62,219.10 to cover the cost of new software licenses w/1st year support and software maintenance and support for the Division of Police with a term period coverage of one year from the date of a purchase order certified by the City Auditor for a total cost of $194,509.98; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Technology, in that it is immediately necessary to establish a purchase order from an existing Universal Term Contract with OnX USA LLC for Hewlett Packard (HP) software licenses, and software maintenance and support to ensure no service interruption, 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 Finance and Management, on behalf of the Department of Technology, is hereby authorized to establish a purchase order from a pre-existing Universal Term Contract (UTC/FL005254, BPO BPCMP46B) with OnX USA LLC which expires June 30, 2015, for Hewlett Packard (HP) software maintenance and support on exisiting licenses with the coverage term period of July 1, 2014 through June 30, 2015, and purchase new software licenses w/1st year support and software maintenance and support with a term period coverage of one year from the date of a purchase order certified by the City Auditor in the amount of $194,509.98.
SECTION 2: That the expenditure of $194,509.98 or so much thereof as may be necessary is hereby authorized to be expended from:
Div.: 47-02|Fund: 514|Sub-Fund: 001|OCA Code: 470202|Obj. Level 1: 02|Obj. Level 3: 3369|Amount: $132,290.88 {maintenance & support existing licenses}
Div.: 47-02|Fund: 514|Sub-Fund: 001|OCA Code: 470202|Obj. Level 1: 02|Obj. Level 3: 3358|Amount: $ 50,997.40 {new licenses for Police Division}
Div.: 47-02|Fund: 514|Sub-Fund: 001|OCA Code: 470202|Obj. Level 1: 02|Obj. Level 3: 3369|Amount: $ 11,221.70 {maintenance & support new licenses}
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 for all contracts or contract modifications associated with this ordinance.
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 approved nor vetoes the same.