Explanation
BACKGROUND:
This ordinance authorizes the Director of the Department of Finance and Management, on behalf of the Department of Technology, to establish various purchase orders with the following vendors: Agilysys Inc. for the purchase of HP equipment and services as well as EMC equipment and services; Software House International (SHI) for the purchase of Symantec software and support, Microsoft SQL and Windows Server Licenses and software assurance. Three (3) purchase orders will be created utilizing the terms and conditions from pre-existing Universal Term Contracts (UTC), established through the competitive bid process by the Purchasing Office, and one (1) purchase order will be created utilizing a State Term Schedule, authorized for the City's use by Ordinance No. 582-87, with the following vendors:
*Agilysys Inc., HP Equipment and Services, $795,405.67, (FL004390, BPCMP46A - Expiration Date: 6/30/11)
*Agilysys Inc., EMC Equipment and Services, $872,389.84, (FL004391, BPCMP45A - Expiration Date: 6/30/11)
*Software House International, Inc. (SHI), Symantec software and support, $18,970.00, (FL004714, BPSFT15B - Expiration Date: 9/30/11)
*Software House International, Inc. (SHI), $108,395.10, (State Term Schedule, 0A07004 - Expiration Date: 6/30/11)
*See Attachment A: Purchase Summary for Ord. # 1585-2010
The Department of Technology has identified a need to expand the virtualization platform it has built its data infrastructure on, to include disaster recovery, database, and desktop computing platforms. The required servers and associated infrastructure hardware will provide a recovery platform in case of any outage at the primary data center, provide hardware to establish lower cost database platforms, and establish a virtual desktop platform to better utilize existing desktop computing resources within the City. The Data Center/Disaster Recovery Site project is ready for the addition of hardware to bring information systems online in that facility. Purchase of the hardware infrastructure will provide a platform for faster recovery and higher availability of critical data system in the event of an outage at the primary facility. Server virtualization has been adopted by the Department of Technology to reduce the costs of data systems, reduce power consumption and cooling requirements, and provide further capabilities for recovery and availability of information systems. The initial phase of the virtualization project was completed in 2009. Expansion of this platform will allow the Department of Technology to further reduce costs of software licensing and hardware purchases, and through power consumption savings.
The HP ITSM software and associated services being purchased will provide the Department of Technology with an integrated suite of tools for IT asset management, service management and infrastructure monitoring. This will improve DoT's ability to detect, correlate and respond to events, manage IT asset lifecycles and manage infrastructure change resulting in higher system availability.
The purchase of two (2) EMC Storage Area Network (SAN) Unified Storage devices, including hardware, software, and professional services, will be used to deploy parts of DoT's Enterprise System Upgrades and Disaster Recovery projects. One of the EMC storage devices to be purchased will replace the existing EMC SAN device at the city's primary data center. The existing EMC SAN device is at capacity and approaching the model's End of Service Life date of December 31, 2011. The second EMC SAN device to be purchased will establish vital storage capability at the city's disaster recovery data center to support critical systems in the event of an extended outage at the primary data center.
DoT currently provides Data Storage, Backup and Recovery services that support the city's critical information technology systems such as 311, Accela, CUBS, GIS, Performance, WAM and Legistar from the City's primary data center. These services include the Enterprise Data Protection System, which is a mission critical system for protecting City data against loss due to hardware corruption, accidental deletion, catastrophic failures and disasters. In response to constantly growing data volumes and shrinking backup windows, DoT has begun a backup modernization strategy that employs backing up to disk. The deduplication software that DoT is pursuing is a key element to capacity optimization through the elimination of redundant data, greatly reducing the amount of storage infrastructure required by the Enterprise Data Protection System.
The purchase of the required software licenses will establish a virtual enterprise SQL database platform, and upgrade older systems to current and supported versions of the database platform. The Department of Technology has identified a need to expand the virtualization platform it has built its data infrastructure on, to include systems utilizing Microsoft database software. Most licenses for MS SQL database servers currently owned by the City are three versions behind. Current versions of software applications that utilize this platform are also beginning to phase out support for these older versions.
This ordinance also authorizes the appropriation and transfer of cash from other projects within the Information Services Bond Fund, and will amend the 2010 Capital Improvement Budget (CIB), passed April 14, 2010, Ordinance # 0564-2010, to accommodate for the additional expenditure authorized by this ordinance.
EMERGENCY:
Emergency action is requested to ensure that the necessary purchase orders are established in a timely manner to allow the vendors to start their project service work as planned and not delayed.
FISCAL IMPACT:
The total funding for this project in the amount of $1,795,160.61 is available within the Department of Technology, Information Services Operating Fund ($73,970.00) and Capital Improvement Bond Fund ($1,721,190.61).
Also, funding needed for this ordinance and project from the Department of Technology, Information Services Capital Improvement Bond Fund totaling $536,453.70 will come from transferring cash of ($8,943.76) from the Security Program Implementation Citywide Project (470047-100002), ($81,330.00) from the Operations Equipment Upgrade Project (470030-100000) and ($86,911.56) from the Whittier Peninsula Office Relocation Project (510041-100000), totaling ($177,185.32) to (470047-100003) Asset Management; ($312,235.52) from the Human Resource Information System Project (470049-100000) to Disaster Recovery Project (470037-1000000, which is a repayment of funding that was originally borrowed from Disaster Recovery Project, authorized by Ordinance # 1340-2009, passed on December 7, 2009); ($47,032.86) from the Whittier Peninsula Office Relocation Project (510041-100000), to Server Virtualization Project (470030-100001).
CONTRACT COMPLIANCE NUMBERS:
Agilysys, Inc., CC#: 34-0907152, Expiration Date: 07/10/2011
Software House International Inc. (SHI), CC#: 22-3009648, Expiration Date: 11/16/2011
Title
To authorize the Director of the Department of Finance and Management, on behalf of the Department of Technology to establish purchase orders with Agilysys Inc. and Software House International, Inc. (SHI), from pre-existing Universal Term Contracts (UTC) and a State Term Schedule, for the purchase of HP equipment and services, EMC equipment and services, Symantec software and support, Microsoft SQL and Windows Server Licenses and software assurance; to authorize the transfer of appropriation and cash between projects in the Information Services Bond Fund; to amend the 2010 Capital Improvement Budget; to authorize the expenditure of $1,795,160.61 from the Department of Technology, Information Services Operating Fund and Capital Improvement Bond Fund; and to declare an emergency. ($1,795,160.61)
Body
WHEREAS, The Department of Technology has identified a need to expand the virtualization platform it has built its data infrastructure on, to include disaster recovery, database, and desktop computing platforms; and
WHEREAS, information systems such as 311, Accela, CUBS, GIS, Performance, WAM and Legistar are critical to the operations of City agencies; and
WHEREAS, DoT maintains the Enterprise Data Protection System which protects the City's information systems against data and system state loss due to hardware corruption, accidental deletion, catastrophic failures and disasters; and
WHEREAS, The HP ITSM software and associated services being purchased will provide the Department of Technology with an integrated suite of tools for IT asset management, service management and infrastructure monitoring. This will improve DoT's ability to detect, correlate and respond to events, manage IT asset lifecycles and manage infrastructure change resulting in higher system availability; and
WHEREAS, The purchase of two (2) EMC Storage Area Network (SAN) Unified Storage devices, including hardware, software, and professional services, will be used to deploy parts of DoT's Enterprise System Upgrades and Disaster Recovery projects; and
WHEREAS, it is necessary for the Director of the Department of Finance and Management, on behalf of the Department of Technology, to establish purchase orders with the following vendors: Agilysys Inc., for the purchase of HP equipment and services as well as EMC equipment and services; Software House International (SHI) for the purchase of Symantec software and support, Microsoft SQL and Windows Server Licenses and software assurance, from three (3) pre-existing Universal Term Contracts (UTC) and one (1) State Term Schedule, authorized for the City's use by Ordinance No. 582-87; and
WHEREAS, this ordinance authorizes the appropriation and transfer of cash from other projects within the Information Services Bond Fund, and will amend the 2010 Capital Improvement Budget (CIB), passed April 14, 2010, Ordinance # 0564-2010, to accommodate for the additional expenditure authorized by this ordinance; 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 various purchase orders with multiple vendors for the purchase of HP equipment and services, EMC equipment and services, Symantec software and support, Microsoft SQL and Windows Server Licenses and software assurance, 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 is hereby authorized to establish Purchase Orders from three (3) pre-existing Universal Term Contracts (UTC) and one (1) State Term Schedule with the following vendors as follows: Agilysys Inc., $795,405.67, (UTC/FL004390); Agilysys Inc., $872,389.84, (UTC/FL004391); Software House International, Inc. (SHI), $18,970.00, (UTC/FL004714); and Software House International, Inc. (SHI), $108,395.10, (State Term Schedule, 0A07004), as identified on the *Attachment B: Purchase Summary for Ord. # 1585-2010 Funding Sources.
SECTION 2: That the 2010 Capital Improvement Budget is hereby amended as follows for this expenditure:
Department of Technology, Information Services Dept./Div. 47-02
Information Services Bond Fund #514
Project Name/Number/Subfund Current CIB Amount Revised Amount Amount Change
Human Resources Info. System:
470049-100000 / 002 942,500 630,264 (312,236)
Disaster Recovery:
470037-100000 / 002 358,251 670,487 312,236
Operations Equipment Upgrade:
470030-100000 / 003 (carryover) 81,330 0 (81,330)
Whittier Peninsula:
510041-100000 / 003 (carryover) 280,000 146,055 (133,945)
Security Program Implementation:
470047-100002 / 003 (carryover) 54,008 45,064 (8,944)
Asset Management:
470047-100003 / 003 222,555 399,741 177,186
Server Virtualization:
470030-100001 / 003 303,108 350,141 47,033
SECTION 3: That the City Auditor is hereby authorized and directed to transfer funds and appropriation within the Information Services Bond Fund as follows:
FROM:
Dept./Div. 47-02| Fund 514| Subfund: 003| Project Number: 470047-100002 (Carryover)| Project Name: Security Program Implementation| OCA Code: 514247| Amount: $8,943.76
Dept./Div. 47-02| Fund 514| Subfund: 003| Project Number: 510041-100000 (Carryover)| Project Name: Whittier Peninsula| OCA Code: 471111| Amount: $133,944.42
Dept./Div. 47-02| Fund 514| Subfund: 002| Project Number: 470049-100000| Project Name: Human Resources Info System| OCA Code: 514049| Amount: $312,235.52
Dept./Div. 47-02| Fund 514| Subfund: 003| Project Number: 470030-100000(Carryover)| Project Name: Operations System Upgrade| OCA Code: 514030| Amount: $81,330.00
TO:
Dept./Div. 47-02| Fund 514| Subfund: 003| Project Number: 470030-100001(Carryover)| Project Name: Server Virtualization| OCA Code: 514130| Amount: $47,032.86
Dept./Div. 47-02| Fund 514| Subfund: 002| Project Number: 470037-100000(Carryover)| Project Name: Disaster Recovery| OCA Code: 470037| Amount: $312,235.52
Dept./Div. 47-02| Fund 514| Subfund: 003| Project Number: 470047-100003(Carryover)| Project Name: Asset Management| OCA Code: 514347| Amount: $177,185.32
SECTION 4: That the expenditure of $1,795,160.61 or so much thereof as may be necessary is hereby authorized to be expended from:
Dept./Div. 47-02| Fund 514| Subfund: 003| Project Number: 470030-100001(Carryover)| Project Name: Server Virtualization| OCA Code: 514130| Amount: $179,309.33
Dept./Div. 47-02| Fund 514| Subfund: 002| Project Number: 470037-100000(Carryover)| Project Name: Disaster Recovery| OCA Code: 470037| Amount: $670,486.42
Dept./Div. 47-02| Fund 514| Subfund: 003| Project Number: 470047-100000(Carryover)| Project Name: Enterprise System Upgrade| OCA Code: 514147| Amount: $471,926.62
Dept./Div. 47-02| Fund 514| Subfund: 003| Project Number: 470047-100003(Carryover)| Project Name: Asset Management| OCA Code: 514347| Amount: $399,468.24
Dept./Div. 47-02| Fund 514| Subfund: 001| OCA Code: 470202|Obj. Level 1: 03|Obj. Level 3: 3358|Amount: $18,970.00|
Dept./Div. 47-02| Fund 514| Subfund: 001| OCA Code: 472417|Obj. Level 1: 03|Obj. Level 3: 6655|Amount: $55,000.00|
*See Attachment B: Purchase Summary for Ord. # 1585-2010 Funding Sources
SECTION 5: 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 6: 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.