Explanation
BACKGROUND:
This legislation authorizes the Director of Finance and Management, on behalf of the Department of Technology (DoT), to establish a purchase order with OnX LLC, utilizing existing universal term contract (UTC) FL004391, which expires June 30, 2012. The UTC was authorized by ordinance 0892-2009, passed July 6, 2009. The purchase order will provide for additional EMC equipment and software to expand the City's Storage Area Network (SAN), at a cost of $539,098.08. This cost reflects discounts off list prices established in the UTC.
The Department of Technology provides data storage services to the city in support of critical business systems such as CHRIS, Accela, CUBS, 311, and others. The Department of Technology is seeking to expand the enterprise data storage device in response to growth in demand. While demand has increased in almost all areas, two areas have exceeded projections. Virtualization of servers, which reduces power, cooling and hardware procurement costs for data centers, has grown rapidly in the last 12 months, increasing the storage required for this environment by 99%. Shared file storage has also grown by 20% in the last 16 months. This purchase will expand the current EMC VNX5700, building on the existing investment made by the City in 2010. It will add additional capacity and performance to help meet the expected growth demand for the City in the next 2-3 years. The purchase of additional data storage space for the secondary data center will allow for more robust recovery in the event of a primary data center outage. Also, storage for the virtual desktop initiative will allow for a pilot program to be completed to properly evaluate use cases and performance.
*OnX USA LLC (formerly known as Agilysys Inc.), EMC Equipment, Software and Services, $539,098.08, (FL004391, BPCMP46A - Expiration Date: 6/30/12)
This ordinance also authorizes the transfer of appropriation and cash between projects within the Information Services Bond Fund, and will amend the 2012 Capital Improvement Budget (CIB), passed by Columbus City Council April 16, 2012 via Ordinance No. # 0368-2012, 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 take advantage of the significant discounts offered by the vendor and to allow the vendor to start their project service work as planned and not delayed.
FISCAL IMPACT:
During fiscal year(s) 2010 and 2011, $248,393.59 and $371,576.08 were expended respectively with OnX USA LLC (formerly known as Agilysys Inc.). Earlier this year the Department of Technology legislated $240,133.99 with OnX USA LLC (via Ord. # 0014-2012). The total cost of this ordinance is $539, 098.08, with funding coming from the Department of Technology, Information Services Division, Capital Improvement Bond Fund by transferring cash from the following: $300,000 Hardware Upgrade (470030-100000), $106,922.77 Enterprise System Upgrades (470047-100000), and $197,000 CS Client Management Suite (470052-100002) to the Disaster Recovery Phase II Project (470037-100000). The total amount of $539,098.08 is available within the Department of Technology, Information Services Division, Capital Improvement Bond Fund.
CONTRACT COMPLIANCE NUMBER:
Vendor Name: OnX USA LLC CC#: 27-1445264 Expiration Date: 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 with OnX USA LLC (formerly known as Agilysys Inc.), from a pre-existing Universal Term Contract (UTC), for the purchase of EMC equipment, software, support and services; to authorize the transfer of appropriation and cash between projects in the Information Services Bond Fund; to amend the 2012 Capital Improvement Budget; to authorize the expenditure of $539,098.08 from the Department of Technology, Information Services Division, Capital Improvement Bond Fund; and to declare an emergency. ($539,098.08)
Body
WHEREAS, it is necessary for the Director of the Department of Finance and Management, on behalf of the Department of Technology, to establish a purchase order with OnX USA LLC (formerly known as Agilysys Inc.) for the purchase of EMC equipment, software and services from a pre-existing Universal Term Contract (UTC); and
WHEREAS, this ordinance also authorizes the transfer of appropriation and cash between projects within the Information Services Bond Fund, and will amend the 2012 Capital Improvement Budget (CIB), passed by Columbus City Council April 16, 2012 via Ordinance No. # 0368-2012, 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 a purchase order with OnX USA LLC (formerly known as Agilysys Inc.) for the purchase of EMC equipment, software and services, 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 a purchase order from a pre-existing Universal Term Contract (UTC) with OnX USA LLC (formerly known as Agilysys Inc.), in the amount of $539,098.08. The total amount of funding associated with this ordinance is $539,098.08, with an associated coverage period of twelve months from the date of a certified purchase order issued from the City Auditor's Office. The funds are budgeted and available within the Department of Technology, Information Services Division, Capital Improvement Bond Fund.
SECTION 2: That the 2012 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
Hardware Upgrade:
470030-100000 / 002 (Carryover) 300,000 0 (300,000)
Disaster Recovery Phase II:
470037-100000 / 002 (Carryover) 102,192 706,115 603,923
Enterprise System Upgrades:
470047-100000 / 002 (Carryover) 106,923 0 (106,923)
CS Client Management Suite:
470052-100002 / 002 (Carryover) 197,000 0 (197,000)
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: 002| Project Number: 470030-100000(Carryover)| Project Name: Hardware Upgrade| OCA Code: 470030|Obj. Level 1: 06|Obj. Level 3: 6649| Amount: $300,000
Dept./Div. 47-02| Fund: 514| Subfund: 002| Project Number: 470052-100002(Carryover)| Project Name: CS Client Management Suite| OCA Code: 514522|Obj. Level 1: 06|Obj. Level 3: 6649| Amount: $197,000
Dept./Div. 47-02| Fund: 514| Subfund: 002| Project Number: 470047-100000(Carryover)| Project Name: Enterprise System Upgrades| OCA Code: 514047|Obj. Level 1: 06|Obj. Level 3: 6649| Amount: $106,922.77
TO:
Dept./Div. 47-02| Fund: 514| Subfund: 002| Project Number: 470037-100000(Carryover)| Project Name: Disaster Recovery Phase II| OCA Code: 470037|Obj. Level 1: 06|Obj. Level 3: 6649| Amount: $603,922.77
SECTION 4: That the expenditure of $539,098.08 or so much thereof as may be necessary is hereby authorized to be expended from:
Dept./Div. 47-02|Fund 514|Subfund: 002| Project Number: 470037-100000(Carryover)|Project Name: Disaster Recovery Phase II| OCA Code: 470037||Obj. Level 1: 06|Obj. Level 3: 6649| Amount: $539,098.08 (OnX USA LLC)
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.