Explanation
This ordinance authorizes the Director of the Department of Technology (DoT) to renew a contract with The Jasper Group International, Inc. for extended warranty, maintenance, support and monitoring services for Hewlett Packard servers and EMC data storage equipment. The Department of Technology (DoT) procured the original contract utilizing RFQ020175, which included options to renew for four (4) additional one (1) year terms.
The Department of Technology, which maintains the City’s data centers, requires services to ensure reliable operations in the City data center. This agreement will provide cost effective extended warranty coverage for older hardware that is past the original factory warranty. This will ensure support or coverage in the event of a failure and significantly reduce the risk of data loss.
The original contract was authorized by Ord. No. 2942-2021, passed on November 15, 2021. This ordinance represents the third renewal of four (4) allowable extended one (1) year coverage term periods. 2022 renewal was authorized by Ord. No. 2763-2022 and 2023 renewal was not legislated because the required amount was under the $50,000 threshold. The coverage term period of this contract shall be one year, beginning on December 1, 2024 and ending on November 30, 2025 at a total cost of $64,034.00. Subject to mutual agreement, the above-described contract can be extended for one (1) more additional one (1) year coverage term periods. This ordinance authorizes the expenditure of $64,034.00 for the above-described services.
FISCAL IMPACT
In 2021, the Department of Technology legislated $69,620.00 with The Jasper Group International, Inc. (via Ord. 2942-2021) for extended warranty, maintenance, support and monitoring services for Hewlett Packard servers and EMC data storage equipment. The funds for this year's (2024) expenditure in the amount of $64,034.00 are budgeted and available within the Department of Technology, Information Services Division Operating Fund.
EMERGENCY:
Emergency designation is requested to avoid lapsed services and coverages.
CONTRACT COMPLIANCE
Vendor Name: The Jasper Group International, Inc.; Expiration Date: 2/10/2025
D365 Vendor Acct. #: 011453
Title
To authorize the Director of the Department of Technology to renew a contract with The Jasper Group International, Inc. for extended warranty, maintenance, support and monitoring services for Hewlett Packard servers and EMC data storage equipment and data center systems; to authorize the expenditure of $64,034.00 from the Department of Technology, Information Services Operating Fund; and to declare an emergency. ($64,034.00).
Body
WHEREAS, it is necessary to authorize the Director of the Department of Technology (DoT) to renew a contract with The Jasper Group International, Inc. for extended warranty, maintenance, support and monitoring services for Hewlett Packard servers and EMC data storage equipment; and
WHEREAS, the Department of Technology (DoT) procured the original contract utilizing RFQ020175, which included options to renew for four (4) additional one (1) year terms. The original contract was authorized by Ord. No. 2942-2021, passed on November 15, 2021. This ordinance represents the third renewal of four (4) allowable extended one (1) year coverage term periods; and
WHEREAS, the coverage term period of this contract shall be one year, beginning on December 1, 2024 and ending on November 30, 2025 at a total cost of $64,034.00. Subject to mutual agreement, the above-described contract can be extended for one (1) more additional one (1) year coverage term periods; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Technology in that it is immediately necessary to authorize the Director to renew a contract with The Jasper Group International, Inc. for the purchase of extended warranty, maintenance, support and monitoring services for Hewlett Packard servers and EMC data storage equipment and data center systems to avoid lapsed services and coverage; 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 renew a contract with The Jasper Group International, Inc. for the purchase of extended warranty, maintenance, support and monitoring services for Hewlett Packard servers and EMC data storage equipment and data center systems, from December 1, 2024 through November 30, 2025 at a cost of $64,034.00.
SECTION 2: That the expenditure of $64,034.00, or so much thereof as may be necessary, is hereby authorized to be expended as shown in the attachment to this ordinance. (Please See Attachment: 2997-2024 EXP)
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 the funds necessary to carry out the purpose of this ordinance are hereby deemed appropriated, and the City Auditor shall establish such accounting codes as necessary.
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.