Explanation
BACKGROUND
This ordinance authorizes the Director of the Department of Technology (DoT) to renew the contract with The Jasper Group International, Inc., for the extended warranty, maintenance, support and monitoring services for Hewlett Packard servers and EMC data storage equipment for the amount of $51,112.00.
The Department of Technology uses these services to maintain the City’s data centers, which requires services to ensure reliable operations in the City data center. This agreement will provide cost effective extended warranty coverage for older hardware that is past the original factory warranty. This will ensure support or coverage in the event of failure and significantly reduce the risk of data loss.
Ordinance 2942-2021 authorized the Director of the Department of Technology to enter into a contract with The Jasper Group International, Inc. for the extended warranty, maintenance, support and monitoring services for Hewlett Packard servers and EMC data storage equipment. The contract was advertised through Vendor Services as RFQ020175 for the purchase of the above-described services and support, and was awarded to The Jasper Group International, Inc., who submitted the lowest bid. The contract included a provision to renew four (4) one (1) year renewal options, with the approval of City Council.
This ordinance authorizes the fourth and final renewal at a total cost $51,112.00 for a period of twelve (12) months, starting on December 1, 2025, and ending on November 30, 2026.
1.1 Amount of additional funds to be expended
The original contract amount: $69,620.00 (PO300415, Ord. 2942-2021)
Negotiated renewal #1: $49,476.00 (PO361064, Ord. 2763-2022)
Negotiated renewal #2: $19,118.00 (PO414248)
Negotiated renewal #3: $64,034.00 (PO479732, Ord. 2997-2024)
Modification No. 1 $68,510.00 (PO to be made, Ord. 2073-2025)
Negotiated renewal #4: $51,112.00 (This ordinance)
TOTAL RENEWALS AND MODIFICATIONS: $321,870.00
CONTRACT COMPLIANCE
Vendor Name: The Jasper Group International, Inc
DAX vendor no.: 011453
Expiration Date: 1/13/2027
FISCAL IMPACT
Funding in the amount of $51,112.00 is budgeted and available in the Department of Technology’s, Information Services Division’s Operating Fund, Fund 5100.
Title
To authorize the Director of the Department of Technology to renew a contract with The Jasper Group International, Inc for the extended warranty, maintenance, support and monitoring services for Hewlett Packard servers and EMC data storage equipment; and to authorize the expenditure of $51,112.00 from the Department of Technology, Information Services Operating Fund. ($51,112.00)
Body
WHEREAS, the Department of Technology utilizes the services provided The Jasper Group International, Inc. for the extended warranty, maintenance, support and monitoring services for Hewlett Packard servers and EMC data storage equipment; and
WHEREAS, Ordinance No. 2942-2021 authorized the Director of the Department of Technology to enter into a contract with The Jasper Group International, Inc. for the extended warranty, maintenance, support and monitoring services; and
WHEREAS, the Department of Technology desires to renew the contract with The Jasper Group International, Inc. for cost effective extended warranty coverage for older hardware that is past the original factory warranty; and
WHEREAS, the term of the original agreement was from December 1, 2021, to November 30, 2022. The contract established and authorized contract language allowed four (4) one (1) year renewals with the approval of City Council. This ordinance authorizes the fourth and final renewal of the four annual renewals; and
WHEREAS, the above-described renewal will be for one year, starting on December 1, 2025, and ending on November 30, 2026, at a cost of $51,112.00; and
WHEREAS, it is necessary to authorize the Director of the Department of Technology to renew a contract with The Jasper Group International, Inc. for the extended warranty, maintenance, support and monitoring services for Hewlett Packard servers and EMC data storage equipment, thereby preserving 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 Technology be, and hereby is, authorized to renew the contract with The Jasper Group International, Inc. for the purchase of the extended warranty, maintenance, support and monitoring services for Hewlett Packard servers and EMC data storage equipment contract in an amount up to $51,112.00. This contract has a term of 12 months beginning from December 1, 2025, and ending on November 30, 2026.
SECTION 2. That the expenditure of $51,112.00 or so much thereof as may be necessary is hereby authorized as shown in the attachment to this ordinance. (See attachment: 2397-2025EXP)
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 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 5: That this ordinance shall take effect and be in force from and after the earliest period allowed by law.