Explanation
Background
This ordinance authorizes the Director of the Department of Technology to enter into a three-year agreement with Dell Marketing LP, utilizing State of Ohio State Term Schedule contract #CSP029109, for the purchase of Microsoft Enterprise licensing and professional services in the amount of $4,075,456.86.
Microsoft Office is the City’s technology standard for desktop computing software and is currently used by approximately 9,000 City employees in their daily business. The City also utilizes Microsoft software to support various enterprise applications. This ordinance will enable the City to obtain the latest versions of Microsoft software utilizing a single agreement for the entire City.
This procurement is utilizing the State of Ohio’s State Term Schedule contract #CSP029109, with an expiration date of June 30, 2030. Four quotes were obtained from qualified vendors and Dell Marketing LP submitted the lowest quote.
Vendors: Bid Quote Amount:
Dell Marketing LP $4,075,456.86
SingleSourceIT $4,095,353.19
Brown Enterprise Solutions $4,106,282.00
Infovision21 $4,115,689.57
This ordinance authorizes funding for the first year of the contract term. The Department of Technology will plan for future costs of this contract within its budget and will seek Council approval for such funding, if required by City Code.
The term of this contract will be for one year, beginning on January 1, 2027, and ending on December 31, 2027, at a total cost of $4,075,456.86. This agreement is not subject to automatic renewal. However, upon mutual agreement, to include same pricing and terms and conditions as those set forth, the services may be continued for two (2) additional one-year terms upon mutual agreement and approval of Columbus City Council.
This ordinance also authorizes appropriating $3,932,230.79 from the unappropriated balance of the General Fund Income Tax Set-Aside subfund to the Department of Technology for the above-described purpose.
Finally, this ordinance authorizes the expenditure of $4,075,456.86. Of this amount, $143,226.07 is funded by the Municipal Court Judges General Fund, and the balance of $3,932,230.79 is funded by the General Fund Income Tax Set-Aside subfund.
CONTRACT COMPLIANCE
Vendor: Dell Marketing LP
DAX/CC# 010030
Expiration Date: 10/31/2027
FISCAL IMPACT
Funds for this purchase are budgeted and available in the Municipal Court Judges General Fund, and the General Fund Income Tax Set-Aside subfund. This ordinance appropriates $3,932,230.79 from the unappropriated balance of the General Fund Income Tax Set-Aside subfund to the Department of Technology to fund the City’s portion of Microsoft Enterprise software licensing and professional services. The remaining $143,226.07 is budgeted within the Municipal Court Judges General Fund. The total expenditure authorization is $4,075,456.86.
Title
To authorize the Director of the Department of Technology to enter an agreement with Dell Marketing LP, utilizing a State of Ohio State Term Schedule contract for Microsoft Enterprise software licensing and professional services; to appropriate $3,932,230.79 from the unappropriated balance of the General Fund Income Tax Set-Aside subfund to the Department of Technology; to authorize the expenditure of $143,226.07 from the Municipal Court Judges General Fund, and to authorize the expenditure of $3,932,230.79 from the General Fund Income Tax Set-Aside subfund. ($4,075,456.86)
Body
WHEREAS, various departments and offices within the City of Columbus have a need for Microsoft Enterprise licenses and professional services; and
WHEREAS, the Department of Technology obtained four (4) quotes from qualified vendors utilizing the State of Ohio’s State Term Schedule contract #CSP029109 for the purchase of Microsoft Enterprise licenses and professional services; and
WHEREAS, the submission by Dell Marketing LP was the most responsible, responsive, and best offer; and
WHEREAS, this ordinance authorizes the Department of Technology to enter an agreement with Dell Marketing LP for the purchase of Microsoft Enterprise licenses and professional services for the term of one year, beginning January 1, 2027, and ending on December 31, 2027, with the option to renew for two additional one-year terms upon mutual agreement and approval by City Council; and
WHEREAS, this ordinance authorizes the appropriation of $3,932,230.79 from the unappropriated balance of the General Fund Income Tax Set-Aside subfund to the Department of Technology for the purpose described in the background of this ordinance; and
WHEREAS, funding is allocated within the Municipal Court Judges General Fund, and the General Fund Income Tax Set-Aside subfund for this purpose, and it is necessary to authorize expenditures from such funds; and
WHEREAS, it is necessary to authorize the Director of the Department of Technology to enter an agreement with Dell Marketing LP utilizing the State of Ohio’s State Term Schedule contract #CSP029109, for Microsoft Enterprise licensing and professional services for the above-described service for the preservation of the public health, peace, property, and safety; and 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 enter a contract with Dell Marketing LP using a State Term Contract for Microsoft Enterprise licensing and professional services at a total cost of $4,075,456.86 for a one-year term, from January 1, 2027, through December 31, 2027, with the option to renew for two additional one-year terms.
SECTION 2. That the appropriation of $3,932,230.79 from the unappropriated balance of the General Fund Income Tax Set-Aside fund to the Department of Technology is hereby authorized as shown in the attachment to this ordinance. (2601-2026EXP)
SECTION 3. That the total expenditure of $4,075,456.86 or so much thereof as may be necessary, is hereby authorized as provided in the attachment to this ordinance. (2601-2026EXP)
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 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 6. That this ordinance shall take effect and be in force from and after the earliest period allowed by law.