Explanation
Background: This legislation authorizes the Director of Finance and Management Department on behalf of the Department of Technology (DoT) to enter into contract with the Unisys Corporation for the purchase of a mass storage device, Storage Area Network (SAN) Switch and associated services and support. Purchase of this device will allow the department to consolidate and better manage stored data for various city agencies, while ensuring continued service without interruption. The storage units currently in use are obsolete and not of adequate size to handle current and forecasted data storage. As a Unisys supported product, it will allow for immediate connectivity to the recently acquired Libra system, which processes the city's payroll/personnel, Police and LEADS (Law Enforcement Agencies Data System) applications, replacing four (4) separate disk storage units with one storage unit.
DoT exercised due diligence by completing the competitive process in compliance with Columbus City Code Section 329. As part of this process, the department solicited requests for proposals (RFPs) via the City Bulletin and other various media. Out of this process, notification and bid information was sent to one hundred-ninety three (193) companies, including fifteen (15) M1A, two (2) F1 and one hundred-seventy six (176) REG. A pre-proposal conference was also conducted to provide summary information to potential offerors. An evaluation team, consisting of Dot staff members and a representative of the Equal Business Opportunity Commission Office, was formed.
Through the evaluation process it was determined that two companies, Vion Corporation and Unisys Corporation were selected for further disucssions and interviews. Selection committee analyzed the proposal documents and conducted their preliminary scoring based upon the evaluation criteria. The scores were tabulated, following which Unisys was selected to receive the contract.
Funds for this purchase, totaling $680,000 have been identified in the Information Services Fund, Capital Improvements Fund.
This ordinance also authorizes the transfer of cash from another project within the aforementioned fund and the amendment to the 2005 Capital Improvements Budget to accommodate the afore-described expenditure authorized by this ordinance.
Fiscal Impact: Funds for this project were identified and budgeted within the 2005 Information Services Capital Improvements Budget and were "sold" in a past bond sale. A transfer of cash between projects is necessary only due to the fact that the funds intended for this project were used to purchase another piece of hardware late last year (the aforementioned Libra system) to take advantage of a short-term trade-in credit prior to the recent bond sale. Following the bond sale, these funds were replenished, and are now being transferred back the mass storage project. The expenditure for this project will be contingent upon the transfer of funds from one project to another.
Emergency: Emergency action is being requested to enable a quick turn-around time for order and delivery as it is important to get this equipment on-line as soon as possible to ensure adequate storage space for all city applications.
Contract Compliance: 38-0387840 Expiration Date: 03/26/2007
Title
To authorize the Director of Finance and Management Department on behalf of the Department of Technology to enter into contract with Unisys Corporation for the purchase of a mass storage device, Storage Area Network (SAN) Switch and associated services and support; to authorize the transfer of cash between projects in the Information Services Capital Improvement Fund; to amend the 2005 capital improvements budget; and to authorize the expenditure of $680,000.00 and to declare an emergency. ($680,000.00)
Body
WHEREAS, this legislation authorizes the Director of Finance and Management Department on behalf of the Department of Technology to enter into contract with Unisys Corporation, for the purchase of a mass storage device, Storage Area Network (SAN) Switch and associated services and support from Unisys Corporation; and
WHEREAS, the Department of Technology has a need to replace its current storage devices due to obsolescence and inadequate size; and
WHEREAS, purchase of the new mass storage device and SAN Switch will allow the department to consolidate and manage current and forecasted stored data for various city agencies, while ensuring continued service without interruption; and
WHEREAS, the Department of Technology exercised due diligence by undergoing a request for proposal process in compliance with Columbus City Code Section 329; and
WHEREAS, it is necessary to transfer cash between projects in the Information Services Fund, Capital Improvement Fund; and
WHEREAS, it is necessary to amend the 2005 Capital Improvements Budget to for the aforementioned purpose; and
WHEREAS, there is sufficient capital authority in the SAN Mass Storage Project, Project No. 470032 to accommodate this purchase; and
WHEREAS, an emergency exists in the usual daily operation of the city in that it is immediately necessary to enter into contract with Unisys Corporation, for the purchase of a mass storage device, Storage Area Network (SAN) Switch and associated services and support, 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 Finance and Management Department on behalf of the Department of Technology now and is hereby authorized to enter into a contract with Unisys Corporation, in the amount of $680,000 for the acquisition of a mass storage device, Storage Area Network (SAN) Switch and associated services and support.
Section 2. That the City Auditor is hereby authorized and directed to transfer monies within the Information Services Capital Improvement Fund, Subfund No. 514-002, Department of Technology, Information Services Division, Division No. 47-02, as follows:
From:
Project Number: 470040| Project Name: Clearpath Server | Amount Transfer Out: $521,661.87 | New Balance in Project: $138,531.13
Project Number: 470030| Project Name: Hardware Upgrade | Amount Transfer Out: $16,713.58| New Balance in Project: $0
To:
Project Number: 470032| Project Name: SAN Mass Storage | Amount Transfer In: $538,375.45 |Current Balance in Project: $141,624.55| New Balance in Project: $680,000.00
Section 3. That the 2005 Capital Improvements Budget for the Department of Technology, Information Services Capital Fund, Fund Number 514, Subfund Number 002 is hereby amended as follows in order to establish sufficient funding authority:
Current 2005 CIB:
Project Number: 470032|Project Name: SAN Mass Storage|Amount: $141,625
Project Number: 470040|Project Name: Clearpath Server |Amount: $1,230,983
Project Number: 470030|Project Name: Hardware Upgrade|Amount: $16,713.58
Revised CIB:
Project Number: 470032|Project Name: SAN Mass Storage|Amount: $680,000
Project Number: 470040|Project Name: Clearpath Server |Amount: $709,321
Project Number: 470030|Project Name: Hardware Upgrade|Amount: $0
Section 4. That paying for the cost of this project, the expenditure, in an amount not to exceed $680,000 or as much thereof as may be needed is hereby authorized from the Information Services Capital Improvement Fund, Fund 514, Subfund 002, Department/Division 47-02, is hereby authorized as follows:
Dept/Div. 47-02|Fund: 514|Sub fund: 002|Project Number:470032 |Project name: San Mass Storage| OCA Code: 470032 |Obj. Level 1: 06|Obj. Level 3: 6655 | Amount: $680,000
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.