Explanation
BACKGROUND: This ordinance authorizes the Director of the Department of Technology to modify an existing contract with Unisys Corporation for software licensing, maintenance and support services associated with the City's mainframe Unisys Libra 460 System, to extend for a one (1) year term agreement and increase the contract amount by $225,220.56. The licensing and support coverage period will be extended from January 1, 2017 through December 31, 2017. The extended term will provide the city needed time and support services to continue processing city payroll. The future goal is to eventually retire the Legacy mainframe, and migrate the City's current payroll application and critical applications used by the Division of Police to a new technology platform. All other terms and conditions related to the software license, and maintenance and support services will remain the same.
The Unisys Libra 460 System directly supports mission-critical City applications, including City payroll and Police. The Payroll application is utilized by all City agencies, ensuring that all City employees are paid and accurate records are maintained for the IRS, federal government, and the State of Ohio. The Department of Technology, in cooperation with its City department affiliates, plans to migrate current applications running on the Unisys Libra mainframe platform to new technology platforms.
The original contract, EL014669, was authorized by ordinance 1660-2013, passed July 15, 2013 for $694,425.50 outlining a coverage period of July 1, 2013 through December 31, 2015. That contract was most recently modified via EL017677 and was authorized by ordinance 2381-2015, passed October 26, 2015 for $214,972.92 with a coverage period from January 1, 2016 through December 31, 2016. Unisys is the sole manufacturer of Unisys ClearPath systems, including the existing Libra 460 system. The aggregate contract total, including passage of this request to increase the contract amount by $225,220.56 would be $1,159,658.98.
1. Amount of additional funds to be expended: $225,220.56
Original Contract Amount: $694,425.50
Modification #1&2 Amount: $240,012.92
Modification #3 Amount: $225,220.56
Total Contract: $1,159,658.98
2. Reason additional goods/services could not be foreseen:
The City's payroll application and Police applications are mission critical applications and currently are stilled housed on the Unisys Libra 460 System. Additional time is needed for the migration process for these applications from the mainframe platform to a newer technology platform.
3. Reason other procurement processes are not used:
This would be manifestly impractical to bid as Unisys is the sole source provider of the Unisys Libra 460 System.
4. How cost of modification(s) was determined:
The City of Columbus and Unisys Corporation negotiated the cost of the software license and support services extension.
This ordinance also requests approval to utilize services provided by Unisys Corporation Inc., in accordance with sole source procurement provisions of Chapter 329 of the Columbus City Code; as it has been determined Unisys Corporation, Inc. is the sole distributor of the software licensing, maintenance and support services associated with the Unisys Libra 460 System, and does not utilize distributors or resellers to provide maintenance and support, or professional services for its software products.
EMERGENCY:
Emergency action is requested to expedite authorization of this contract in order to submit payment to vendor before year end closing at the earliest possible date.
FISCAL IMPACT: The Department of Technology has expended for years (2013-2015) $864,828.58 to date for hardware, software licensing, maintenance and support. This ordinance to modify the contract by increasing the contract amount by $225,220.56, and to extend the software licensing and support services term period one additional year will bring the contract aggregate total to $1,159,658.98. Funding for this contract modification has been identified and is available within the Department of Technology, Information Services Division, Information Services Operating Fund.
CONTRACT COMPLIANCE:
Vendor Name: Unisys Corporation FID #: 38-0387840 Contract Compliance Expiration: 04/28/2017
DAX Vendor Account #:007483
Title
To authorize the Director of the Department of Technology to modify an existing contract with Unisys Corporation to extend for an additional one year and to increase the contract amount by $225,220.56 for software licensing and support in accordance with the sole source provisions of the Columbus City Code; to authorize the expenditure of $225,220.56 from the Department of Technology, Information Services Division, Information Services Operating Fund; and to declare an emergency. ($225,220.56)
Body
WHEREAS, this ordinance authorizes the Director of the Department of Technology to modify an existing contract with Unisys Corporation for software licensing and support associated with the City's mainframe Unisys Libra 460 System to extend the term for one (1) year for the period from January 1, 2017 through December 31, 2017; and increase the contract amount by $225,220.56, with all other terms and conditions related to the software license and support remaining the same; bringing the aggregate contract total to $1,159,658.98; and
WHEREAS, the original contract, EL014669 was authorized by ordinance 1660-2013, passed by Columbus City Council July 15, 2013 and provided hardware, software, licenses and support services through December 31, 2015,with the contract most recently modified via Purchase Order (EL017677) authorized under ordinance 2381-2015, passed October 26, 2015; and
WHEREAS, the Department of Technology utilizes Unisys Corporation's Libra 460 System to support mission critical applications, including City payroll and several Police applications that allows the department to analyze, examine and integrate data sources and operating environments; and
WHEREAS, Unisys Corporation is the sole provider of the Unisys ClearPath 460 System so this ordinance is being submitted in accordance with Columbus City Code, Chapter 329, relating to sole source procurement in order to continue services provided by Unisys Corporation , and
WHEREAS, an emergency exists in the usual and daily operation of the Department of Technology in that it is immediately necessary to authorize the Director to modify an existing contract with Unisys Corporation to increase the contract amount and extend the software licensing period for one (1) year in order to allow for uninterrupted daily operation activities, for the preservation of 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 (EL017677 authorized by ordinance 2381-2015) with Unisys Corporation for software license and maintenance and support associated with the City's mainframe Unisys Libra 460 System; to extend for one (1) year with a coverage period from January 1, 2017 through December 31, 2017 in the amount of $225,220.56 with all other terms and conditions related to the software licensing and support remaining the same.
SECTION 2: That the expenditure of $225,220.56 or so much thereof as may be necessary is hereby authorized to be expended from: (See attachment 2479-2016 EXP)
Department: 47| Division: 47-02| Object Class: 03| Main Account: 63945:|Fund: 5100|Subfund: 510001|Program: IT005| Section 3: 470201|Section 4: IT03| Section 5: IT0303| Amount: $190,104.00| {Software Licenses}
Department: 47| Division: 47-02| Object Class: 03| Main Account: 63946:|Fund: 5100|Subfund: 510001|Program: IT005| Section 3: 470201|Section 4: IT03| Section 5: IT0303| Amount: $35,116.56| {Software support}
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 contract is established in accordance with the sole source provisions of the Columbus City Code, Chapter 329.
SECTION 6. 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.