Explanation
BACKGROUND:
This legislation authorizes the Director of the Department of Finance and Management for the Department of Technology, on behalf of the Department of Building and Zoning Services, to purchase replacement database servers for its Accela application using an existing Universal Term Contract (UTC), FL004390, expiration date June 30, 2011 with Agilysys (SA003271 - SA003280, which expires 6/30/2011). Currently, the Accela application servers are installed on physical servers that will be replaced with new virtual servers. The database servers are to be replaced in order to provide redundancy in the event of a server malfunction. These replacement servers are used to issue building permits, track code enforcement activities and monitor the performance of the One-Stop-Shop. Replacement of the database servers is crucial for the Department of Technology to maintain the Accela Automation (AA) application; without it the department would lose the ability to provide web access for building permits, data and information utilized by citizens of the City regarding issues such as building permits and inspections.
This ordinance will allow for the continuation of providing building permit information to the local building industry in a timely and efficient manner, for the purpose of hardware and software services utilized by the Department of Building and Zoning Services; which also supports daily operational functions that benefit various city departments and divisions such as, yet not limited to, the Development Department, the Department of Public Utilities and the Transportation Division of the Public Service Department.
This legislation also authorizes the City Auditor to transfer funds between Object Level 1-06, 03, and 02 to allow for funding to be available within the appropriate object level to purchase hardware and software support services for this equipment and to have adequate funds within the appropriate object level one codes to cover other forthcoming purchases this year.
EMERGENCY: Emergency designation is requested to avoid interruption of service, and to maintain the Accela application utilized by citizens regarding building permits and inspections.
FISCAL IMPACT:
This ordinance will provide funding in the amount of $72,760.75, for the purchase of replacement equipment and hardware/software support service for the Accela application. A $140,000.00 transfer of funds between object levels within the Department of Technology Direct Charge budget for the Department of Building and Zoning Services is needed to allocate funds to the appropriate object level to cover the maintenance and support portion of this purchase and allow funding for upcoming purchases.
CONTRACT COMPLIANCE: Agilysys # 34-0907152 Expiration Date: 07/10/2011
Title
To authorize the Director of the Department of Finance and Management for the Department of Technology, on behalf of the Department of Building and Zoning Services, to purchase replacement servers for its Accela application from Agilysys using an existing UTC(FL004390); to authorize a $140,000.00 transfer of funds within the Department of Technology Information Services Fund; and to authorize the expenditure of $72,760.75 from the Department of Technology Information Services Fund; and to declare an emergency. ($72,760.75)
Body
WHEREAS, this legislation authorizes the Director of the Department of Finance and Management, for the Department of Technology, on behalf of the Department of Building and Zoning Services, to establish a purchase order with Agilysys using an existing Universal Term Contract (UTC/FL004390), to purchase servers, and hardware/software support services associated with the Accela application for building permits and code enforcement, and
WHEREAS, an emergency exists in the usual daily operation of the city in that it is immediately necessary for the Director of Finance and Management on behalf of the Department of Technology for the Department of Building and Zoning Services to establish a purchase order with Agilysys from an existing UTC (FL004390) to maintain the Accela application, and to avoid interruption in the performance of services necessary; for the preservation of the public health, 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 for the Department of Technology, on behalf of the Department of Building and Zoning Services be and is hereby authorized to establish a purchase order, using an existing UTC (FL004390)with Agilysys to purchase replacement database servers, hardware and software support maintenance services for the Accela application in the amount of $72,760.75.
SECTION 2: That the City Auditor is authorized to transfer funds within the Department of Technology Information Services Fund for Building and Zoning Services Department sub-fund 240:
TRANSFER FROM: Div.:47-01|Fund:514|Sub-fund: 240|OCA Code: 514240|Obj. Level 1:06|Obj. Level 3: 6655| Amount: $140,000.00
TRANSFER TO: Div.:47-01|Fund:514|Sub-fund: 240|OCA Code: 514240|Obj. Level 1:02|Obj. Level 3: 2000| Amount: $75,600.00
TRANSFER TO: Div.:47-01|Fund:514|Sub-fund: 240|OCA Code: 514240|Obj. Level 1:03|Obj. Level 3: 3000| Amount: $64,400.00
TOTAL TRANSFER AMOUNT: $140,000.00
SECTION 3: That the expenditure of $72,760.75 or so much thereof as may be necessary is hereby authorized to be expended from:
Div.:47-01|Fund:514|Sub-fund: 240|OCA Code: 514240|Obj. Level 1:06|Obj. Level 6: 6655|Amount: $52,626.02 - Servers
Div.:47-01|Fund:514|Sub-fund: 240|OCA Code: 514240|Obj. Level 1:03|Obj. Level 3: 3372| Amount: $4,387.70 - Hardware Support
Div.:47-01|Fund:514|Sub-fund: 240|OCA Code: 514240|Obj. Level 1:03|Obj. Level 3: 3369|Amount: $15,747.03 - Software Support
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 for the reasons stated in the preamble hereto, which is hereby made a part hereof, this ordinance is hereby declared to be an emergency and shall take effect and be in force from and after its passage and approval by the Mayor or ten days after its passage if the Mayor neither approves nor vetoes the same.