Explanation
BACKGROUND
This ordinance authorizes the Director of Finance and Management, on behalf of the Department of Technology, to associate all general budget reservations resulting from this ordinance with the appropriate purchase agreement (PA) with Brown Enterprise Solutions, LLC, for Microsoft Enterprise software licensing and “true-up.” Microsoft Office is the City’s technology standard for desktop computing software, currently used by approximately 9,000 City employees in their daily business. The City also utilizes Microsoft software to support various enterprise applications. This ordinance allow for the true-up of additional licensing needed by the City.
Ordinance 2932-2023 authorizes department of finance of management to enter a purchase agreement with Brown Enterprise Solutions, LLC. On September 21, 2023, the Department of Finance’s Purchasing Office published RFQ025795 to solicit quotes for a new three-year Microsoft Enterprise purchase agreement. Three submissions were received: Brown Enterprise Solutions, Dell Technologies, and GovConnect. The Purchasing Office recommended that the PA be awarded to Brown Enterprise Solutions, LLC as the overall lowest, responsive, responsible, and best bidder. The term of this contract is three years, beginning on December 31, 2023, and ending on December 31, 2026. Brown Enterprise Solutions, LLC is an authorized reseller of various Microsoft products, including those described above.
This ordinance authorizes the appropriation and expenditure of $239,066.36 in the General Fund Income Tax Set-Aside subfund.
FISCAL IMPACT
Funds for the above-mentioned purchases are budgeted and available in the General Fund Income Tax Set-Aside subfund. This ordinance appropriates $239,066.36 from the unappropriated balance of the General Fund Income Tax Set-Aside subfund. Total expenditure authorization is $239,066.36.
CONTRACT COMPLIANCE
Vendor Name: Brown Enterprise Solutions, LLC
Vendor Number: 010668
Expiration Date: 1/30/2028
Title
To appropriate $239,066.36 from the unappropriated balance of the General Fund Income Tax Set-Aside subfund to the Department of Technology; to authorize the Director of Finance and Management, on behalf of the Department of Technology, to associate all general budget reservations resulting from this ordinance with the appropriate purchase agreement with Brown Enterprise Solutions, LLC, an approved reseller of Microsoft products, for Microsoft Enterprise software licensing and “true-up” costs; and to authorize the expenditure of $239,066.36 from the Department of Technology. ($239,066.36)
Body
WHEREAS, on September 21, 2023, the Department of Finance’s Purchasing Office published RFQ025795 to solicit quotes for a three-year Microsoft Enterprise agreement UTC/PA on behalf of the Department of Technology; and
WHEREAS, the submission by Brown Enterprise Solutions, LLC was the most responsible, responsive, and best offer; and
WHEREAS, the Department of Finance’s Purchasing Office established, via ordinance 2932-2023, a purchase agreement with Brown Enterprise Solutions, LLC through December 31, 2026, for the purchase of Microsoft Enterprise software licenses for the Department of Technology; and
WHEREAS, this ordinance authorizes the appropriation and expenditure of $239,066.36 from the General Fund Income Tax Set-Aside subfund to the Department of Technology for the purpose described in the background of this ordinance; and
WHEREAS, it has become necessary in the usual daily operation of the Department of Technology to authorize the Director of Finance and Management, on behalf of the Department of Technology, to associate all general budget reservations resulting from this ordinance with the appropriate purchase agreement for Microsoft Enterprise “true-up” costs thereby preserving the public health, peace, property, safety, and welfare; and NOW, THEREFORE
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Finance and Management Director is hereby authorized, on behalf of the Department of Technology, to associate all general budget reservations resulting from this ordinance with the appropriate purchase agreement with Brown Enterprise Solutions, LLC for Microsoft Enterprise software licensing for the period of one year from January 1, 2026, through December 31, 2026.
SECTION 2. That the appropriation of $239,066.36 from the General Fund Income Tax Set-Aside subfund to the Department of Technology, Division 47-02, is hereby authorized as shown in the attachment to this ordinance. (See 2353-2026EXP.)
SECTION 3. That the total expenditure of $239,066.36, or so much thereof as may be necessary, is hereby authorized as provided in the attachment to this ordinance. (See 2353-2026EXP)
SECTION 4. 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 5. 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 6. That this ordinance shall take effect and be in force from and after the earliest period allowed by law.