Explanation
BACKGROUND:
The Department of Technology performs backups of most technology systems in the City of Columbus. This includes critical agency data systems like 311, CUBS, CHRIS, GIS, and Accela. With the growing use of technology and the increased data storage requirements of the technology systems, meeting the requirements of data backups is increasingly difficult within the narrow timeframe outside of normal business hours.
To overcome this challenge, the Department of Technology has begun a project to re-engineer the backup processes and technologies used to provide this service. Backup data will be stored on disk at the secondary data center, effectively reducing backup tape and storage services costs. Processes will be streamlined to utilize new technologies and existing human resources more efficiently.
This ordinance authorizes the Director of the Department of Finance and Management, on behalf of the Department of Technology, to establish a purchase order in the amount of $89,533.63 for the acquisition of equipment associated with the Backup System Upgrade Project. This purchase order will be created utilizing the terms and conditions from an existing Universal Term Contract (UTC), established through the competitive bid process by the Purchasing Office, with the following vendor:
OnX USA LLC, HP hardware, software and services $89,533.63 (FL005254, Expiration Date: 6/30/2015)
OnX USA LLC will be supplying hardware and maintenance via HP UTC contract with the City of Columbus.
EMERGENCY: Emergency action is requested to ensure that the needed services are not delayed; thus reducing the risk of potential outage and or interruption in services associated with the necessary services requested.
FISCAL IMPACT: Approval of this ordinance will allow for the expenditure of $89,533.63, for the Backup System Upgrade project, utilizing an existing UTC with OnX USA LLC. Funding for this project in the amount of $89,533.63 is available within the Department of Technology, Information Services Capital Improvement Fund.
CONTRACT COMPLIANCE NUMBERS:
Vendor Name: OnX USA LLC Contract Compliance Number 271445264 Expires 10/11/2013
Title
To authorize the Director of the Department of Finance and Management, on behalf of the Department of Technology to establish a purchase order utilizing an existing Universal Term Contract (UTC) with OnX USA LLC for the acquisition of equipment associated with the Backup System Upgrade project; to authorize the expenditure of $89,533.63 from the Department of Technology, Information Services Bond Fund; and to declare an emergency. ($89,533.63)
Body
WHEREAS, the Department of Technology's Backup System provides data backup and recovery for critical agency data systems; and
WHEREAS, currently, the Department of Technology has a need to upgrade the Backup System in order to continue to meet the needs of the City of Columbus, and
WHEREAS, this ordinance will authorize the Director of the Department of Finance and Management, on behalf of the Department of Technology to establish a purchase order from an existing Universal Term Contracts (UTC) with OnX USA LLC for hardware and maintenance in connection with the Backup System Upgrade project; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Technology, in that it is immediately necessary for the Director of the Finance and Management Department to establish a purchase order withOnX USA LLC for hardware and maintenance in connection with the Backup System Upgrade project, to ensure that this project is not delayed, thereby not endangering Citywide business continuity, for the immediate preservation of 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 with OnX USA LLC in the amount of $89,533.63 for hardware and maintenance in connection with the Backup System Upgrade project, utilizing an existing Universal Term Contract (UTC).
SECTION 2: That the expenditure of $89,533.63 or so much thereof as may be necessary is hereby authorized to be expended from:
Dept./Div.:47-02| Fund: 514| Subfund: 02| OCA Code: 514047| Project Number: 470047- 100000 | Project Name: Enterprise System Upgrades| Obj. Level 1: 06 | Obj. Level 3: 6649 |Amount $89,533.63.
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 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.