Explanation
BACKGROUND: This legislation authorizes the Department of Technology Director to modify and extend a contract with Delta Computer Services, Inc, for a term period of three months, for maintenance and support services associated with Hewlett-Packard (HP) servers, other equipment, and software. These servers, equipment and software support several city agencies' business applications such as Performance Series accounting and purchasing systems, Income Tax, Regulations, and Geographic Information Systems (GIS); along with various other systems that support the daily operations of the Communications, and Electricity Division.
The contract with Delta Computers Services, Inc. provided language that allows the Department of Technology to annually renew the contract for three years, with each year being contingent upon approval of funding on the yearly anniversary date. The original three year agreement became effective upon approval of Ordinance #0621-2006 and associated purchase order, allowing for services through March 31, 2009.
With the contract expiring March 31, 2009, this legislation request the waiving of the competitive bid process for the additional three month period, allowing the Department of Technology time to complete the competitive bid process, currently in progress, and allow Delta Computer Services, Inc. to continue to support and maintain the current hardware, and software. Delta Computer Services, Inc., and the Department of Technology negotiated and mutually agreed that the cost and the terms and conditions, for this modification and extension of three months, will remain fix and firm.
EMERGENCY: There is an immediate need to modify and extend a contract with Delta Computer Services, Inc., to maintain and provide uninterrupted support services associated with hardware and software, utilized by various city agencies.
FISCAL IMPACT: For fiscal years 2006, 2007, and 2008 the Department of Technology encumbered $208,884.00, $187,744.44 and $237,155.64 respectively, for maintenance and support services with Delta Computer Services, Inc. The funds for the contract period of April 1, 2009 through June 30, 2009, in the amount of $67,441.71 have been identified and are available in the 2009 Department of Technology Information Services Fund.
CONTRACT COMPLIANCE NUMBER:
Vendor Name: Delta Computer Services, Inc. CC#: 11-3044303 Expiration Date: 03-21-2010
Title
To authorize the Director of the Department of Technology to modify and extend a contract with Delta Computer Services, Inc. for hardware and software annual maintenance and support services for three months; to authorize the expenditure of $67,441.71 from the Department of Technology Information Services Fund; to waive the competitive bidding provisions of the Columbus City Codes; and to declare an emergency. ($67,441.71)
Body
WHEREAS, the Department of Technology supports a large number of Hewlett-Packard systems used for various city business functions, and many of these Hewlett-Packard systems support critical business applications for the Department of Technology as well as several other city agencies, and
WHEREAS, this legislation authorizes the Director of the Department of Technology to modify and extend a contract with Delta Computer Services, Inc, for maintenance and support services associated with Hewlett-Packard (HP) servers, other equipment and software, and
WHEREAS, the contract with Delta Computers Services, Inc. provided language that allows the Department of Technology to annually renew the contract for three years; and provided the city substantial price discounts; with each year being contingent upon approval of funding on the yearly anniversary date; of which the original three year agreement became effective upon approval of Ordinance #0621-2006, allowing for services through March 31, 2009, and
WHEREAS, the Department of Technology has an immediate need to request consideration of waiving the competitive bidding provisions of the Columbus City Code 329.27 for an additional three months, to allow the Department of Technology time to complete the competitive bid process, currently in progress, and allow Delta Computer Services, Inc. to continue to support and maintain the hardware and software under the current terms and conditions and pricing, and
WHEREAS, an emergency exits in the usual daily operation of the Department of Technology in that it is immediately necessary to modify and extend a contract with Delta Computer Services, Inc. for hardware and software support services essential to support daily operations of all city agencies, thereby protecting 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 Technology be and is hereby authorized to modify and extend a contract with Delta Computer Services, Inc. in the amount of $67,441.71 to provide maintenance and support services, for an additional three months, (coverage period from April 1, 2009 through June 30, 2009) with the terms and conditions remaining the same; to allow the department to complete the competitive bid process currently in progress.
SECTION 2. That the expenditure of $67,441.71 or so much thereof as may be necessary is hereby authorized to be expended from:
Div.: 47-02| Fund: 514| Subfund: 001| OCA: 470202| Obj. Level 1: 03| Obj. Level 3: 3372| Amount: $48,444.71| System Administration
Div.: 47-01| Fund: 514| Subfund: 240| OCA: 514240| Obj. Level 1: 03| Obj. Level 3: 3372| Amount: $4,442.00| Building Services
Div.:47-01|Fund:514|Subfund:600|OCA Code: 514600|Obj. Level 1:03|Obj. Level 3: 3372| Amount: $5,647.34 Water
Div.:47-01|Fund:514|Subfund:550|OCA Code: 514550|Obj. Level 1:03|Obj. Level 3: 3372| Amount: $887.86 Electricity
Div.:47-01|Fund:514|Subfund:650|OCA Code: 514650|Obj. Level 1:03|Obj. Level 3: 3372| Amount: $6,331.42 Sewer and Drains
Div.:47-01|Fund:514|Subfund:675|OCA Code: 514675|Obj. Level 1:03|Obj. Level 3: 3372| Amount: $1,688.38 Stormwater
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 in accordance with Section 329.27 of the Columbus City Codes, City Council finds it to be in the best interest of the City of Columbus that the competitive bidding requirements of Chapter 329 of the Columbus City Codes be and are hereby waived.
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 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.