Explanation
Capital expenditures are required to upgrade the city's server system hardware to support the current standard of Windows 2003 supported by Microsoft. Microsoft will no longer support the city's existing operating system software of Windows NT after December 31, 2004. The hardware and software upgrades will support applications such as GIS (geographical information systems) WASIMS (water and sewer information management system), Biztrak, ADA curb ramps, email and the intranet as well as supporting file and print services for the Finance, Recreation and Parks, Utilities, EBOCO, Development, Public Service and Technology departments. This legislation authorizes the Director of Finance to enter into the following contracts in connection with this hardware upgrade.
Smart Solutions: Hardware/Professional Services| $668,458.54
Babbage-Simmel: Consulting/Professional Services| $202,000.00
Caspian Software: Consulting/Professional Services| $60,000.00
The aforementioned firms were selected to provide various services and hardware for this upgrade. Smart Solutions and Caspian Software will provide services via their UTC contract with the City of Columbus. Babbage-Simmel was deemed to return the best, most responsive and most responsible answer in the Request for Proposal associated with this project. To complete this upgrade, consulting services will be utilized for implementation of the design, to include installation, configuration and migration services.
Fiscal Impact: Capital funds for this acquisition have been identified within the 2004 Cable and Information Services Bond Sale per Ordinance 1185-2004, passed on June 28, 2004 by City Council to accomplish the upgrade to the city's server system. The total amount of this project is $930,458.54. Universal term contracts will be used for this project.
Emergency: Emergency action is requested due to time constraints of Microsoft support ending on December 31, 2004 and the need to be on a fully functional operating system by that time.
Contract Compliance: Smart Solutions 34-1403269 Expiration: 7-04-07
Babbage-Simmel 31-1067170 Expiration: 4-5-07
Caspian Software 31-1347857 Expiration: 4-2-05
Title
To authorize the Finance Director to create purchase orders with Smart Solutions, Babbage-Simmel and Caspian Software for the acquisition of equipment and professional services related to the replacement of the city's server system hardware, to authorize expenditure of $930,458.54 from the information services capital projects fund for the replacement of current operating system software and hardware, and to declare an emergency. ($930,458.54)
Body
WHEREAS, the city's operating and hardware systems need to be upgraded as the city's current operating system software will no longer be supported by Microsoft after December 31, 2004 necessitating migration of the current operating system to Microsoft Windows 2003, and
WHEREAS, it is necessary to obtain professional services to assist in the installation, configuration and migration of the Windows 2003 software and hardware, and
WHEREAS, an emergency exists in the usual daily operation of the city in that it is immediately necessary to authorize the replacement and upgrade of the city's operating and hardware systems for a timely migration and the need to be on a fully functional operating system by December 31, 2004, thereby preserving 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 is hereby authorized to create purchase orders with Smart Solutions for hardware and professional services in the amount of $668,458.54, Babbage-Simmel for consulting services in the amount of $202,000.00 and Caspian Software for consulting services in the amount of $60,000.00 for the upgrade of the city's operating and hardware systems.
SECTION 2: That for the purpose of paying for the costs of this project, the expenditure of $930,458.54 or as much thereof as may from the Technology Department's information services capital projects fund, fund number 514, department/division 47-02, project number 470030, is hereby authorized as follows:
Dept/Div.: 47-02| Fund: 514| Subfund: 002| Project Number: 470030| Project Name: Hardware Upgrade |OCA code: 470030|OL1-03 Code: 6649 | Amount: $930,458.54
SECTION 3. 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.