Explanation
BACKGROUND:
This legislation authorizes the Director of Finance and Management, on behalf of the Department of Technology (DoT), to establish a purchase order from an existing Universal Term Contract (UTC FL005254, BPO BPCMP46B) with OnX USA LLC, which expires June 30, 2015. The purchase order will provide for new HP servers and related peripherals (item B on the UTC) to expand the virtual server platform and replace aging equipment purchased in 2008. The UTC provides the City with a minimum 11% discount off the list price of this type of HP equipment, and OnX is providing this equipment at a 26% discount. The total cost of this equipment purchase is $374,005.75, discounted by $131,796.25 from the list price of $505,802.00.
This legislation will also authorize the Director of Finance and Management, on behalf of the DoT, to establish a purchase order from an existing UTC (FL005296, BPO BPCMP45B) with AdvizeX Technologies, which expires June 30, 2015. The purchase order will provide for new data storage equipment to expand and replace aging equipment in the storage area network (SAN). The UTC provides the City with a minimum 27% discount off of EMC list prices for VNX equipment and related peripherals (item B in the UTC), 52% off of list for EMC switches (item C), 15% off of standard pricing for professional services (item F), 15% off for hardware maintenance (item G) and 44% off of EMC list prices for software maintenance (items H1 and H2). AdvizeX is offering the VNX equipment at a 45% discount, switches at 52%, professional services at 17%, hardware maintenance at 15%, and software maintenance at 45%. The total cost of the equipment and services is $438,531.00, discounted by $333,214.00 over the list price of $771,745.00.
Finally, this legislation will authorize the Director of Finance and Management, on behalf of the DoT, to establish a purchase order from an existing UTC (FL005447, BPO BPCMP30H) with Network Dynamics Inc., which expires June 30, 2016. The purchase order will provide for the replacement of Cisco Nexus switches, which are at end of life. The UTC provides for a 50% minimum discount off of Cisco list prices for hardware, and a 28% discount for SMARTnet hardware maintenance. Network Dynamics is offering the hardware and SMARTnet maintenance at the minimum discounts. The total cost of the equipment and maintenance is $48,688.00, discounted by $47,632.00 from the list price of $96,320.00.
These purchases will support continued virtualization of the City's technology infrastructure. Virtualization of infrastructure hardware has been a continued cost savings and efficiency measure since implementation by the DoT in 2008. The hardware and software utilized for virtualization and server systems in the City supports over 450 systems for City agencies, including Payroll/HR system, Accela, CUBS, and GIS. EMC, Cisco and Hewlett Packard (HP) components provide the virtualization platform between the City's redundant data centers. The purchases to be authorized in this ordinance are needed in order to keep this critical infrastructure stable and properly sized to meet the City's needs.
This ordinance also authorizes the transfer of appropriation and cash between projects within the Information Services Bond Fund, and will amend the 2013 Capital Improvement Budget (CIB), passed by Columbus City Council April 1, 2013 via Ordinance # 0645-2013 <tel:0645-2013>, to accommodate for the additional expenditure authorized by this ordinance.
EMERGENCY:
Emergency action is requested to ensure that the necessary purchase order for equipment and services is established in a timely manner to eliminate the risk of data backup failures and for the end-of-life equipment to be replaced as soon as possible.
FISCAL IMPACT:
The total cost of this ordinance is $861,224.75, with funds for this expense coming from the Department of Technology, Information Services Division, Capital Improvement Bond Fund by expending the existing balance of $86,803.28 in the Enterprise System Upgrades Project #:(470047-100000 <tel:470047-100000>) and transferring appropriation and cash from the Police Infrastructure project #: (470047-100008 <tel:470047-100008>) - $623,824.50, and the Disaster Recovery project, phase II #: (470037-10000 <tel:470037-10000>) - $150,596.97 to the Enterprise System Upgrades Project #:(470047-100000 <tel:470047-100000>) for $774,421.47.
CONTRACT COMPLIANCE NUMBERS:
Vendor 1: OnX USA LLC F.I.D.#/CC#: 27-1445264 <tel:27-1445264> Expiration Date: 12/02/2015
Vendor 2: AdvizeX Technologies F.I.D.#/CC#: 37-1504931 <tel:37-1504931> Expiration Date: 07/05/2014
Vendor 3: Network Dynamics Inc F.I.D.#/CC#: 36-3941419 <tel:36-3941419> Expiration Date: 11/07/2014
Title
To amend the 2013 Capital Improvement Budget; to authorize the transfer of appropriation and cash between projects; to authorize the Director of the Department of Finance and Management, on behalf of the Department of Technology, to establish multiple purchase order(s) with these vendors: Network Dynamics Inc., AdvizeX Technologies, and OnX USA LLC, from a pre-existing Universal Term Contracts (UTC's), for the purchase various equipment (hardware, software, installation and support services); and to authorize the expenditure of $861,224.75 from the Information Services Division, Capital Improvement Bond Fund; and to declare an emergency ($861,224.75)
Body
WHEREAS, this legislation authorizes the Director of Finance and Management, on behalf of the Department of Technology (DoT), to establish a purchase order from an existing Universal Term Contract (UTC FL005254, BPO BPCMP46B) with OnX USA LLC, which expires June 30, 2015. The total cost of this equipment purchase is $374,005.75, discounted by $131,796.25 from the list price of $505,802.00; and
WHEREAS, this legislation will also authorize the Director of Finance and Management, on behalf of the DoT, to establish a purchase order from an existing UTC (FL005296, BPO BPCMP45B) with AdvizeX Technologies, which expires June 30, 2015. The total cost of the equipment and services is $438,531.00, discounted by $333,214.00 over the list price of $771,745.00; and
WHEREAS, finally, this legislation will authorize the Director of Finance and Management, on behalf of the DoT, to establish a purchase order from an existing UTC (FL005447, BPO BPCMP30H) with Network Dynamics Inc., which expires June 30, 2016. The total cost of the equipment and maintenance is $48,688.00, discounted by $47,632.00 from the list price of $96,320.00; and
WHEREAS, the total cost associated with this ordinance is $861,224.75; this ordinance also authorizes the transfer of appropriation and cash between projects within the Information Services Bond Fund, and will amend the 2013 Capital Improvement Budget (CIB), passed by Columbus City Council April 1, 2013 via Ordinance # 0645-2013 <tel:0645-2013>; 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 multiple purchase order(s) with the following vendors: Network Dynamics Inc., AdvizeX Technologies, and OnX USA LLC, 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, on behalf of the Department of Technology, is hereby authorized and directed to establish multiple purchase order(s) with following vendors: Network Dynamics Inc./FL005447, BPCMP30H/Expiration date: 6/30/16; AdvizeX Technologies/FL005296, BPCMP45B/Expiration date: 6/30/15; and OnX USA LLC/UTC FL005254, BPCMP46B/Expiration date: 6/30/15, from pre-existing Universal Term Contracts (UTC's), for the purchase various equipment (hardware, software, installation and support services), in the amount of $861,224.75.
SECTION 2: That the 2013 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/Carryover
Project Name/Number/Subfund Current CIB Amount Revised Amount Amount Change
Police Infrastructure Project:
470047-100008 <tel:470047-100008> / 002 623,825 -0 - (623,825)
47-02 Disaster Recovery Phase II:
470037-100000 <tel:470037-100000> / 002 400,000 249,403 (150,597)
47-02 Enterprise System Upgrades:
470047-100000 <tel:470047-100000> / 002 86,803 861,225 774,422
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: 470047-100008 <tel:470047-100008>(Carryover)| Project Name: Police Infrastructure Project| OCA Code: 514478|Obj. Level 1: 06|Obj. Level 3: 6655| Amount: $623,824.50
Dept./Div. 47-02| Fund: 514| Subfund: 002| Project Number: 470037-100000 <tel:470037-100000>(Carryover)| Project Name: 47-02 Disaster Recovery Phase II| OCA Code: 470037|Obj. Level 1: 06|Obj. Level 3: 6655| Amount: $150,596.97
TO:
Dept./Div. 47-02| Fund 514| Subfund: 002| Project Number: 470047-100000 <tel:470047-100000>(Carryover)| Project Name: 47-02 Enterprise System Upgrades| OCA Code: 514047| Obj. Level 1: 06|Obj. Level 3: 6655| Amount: $774,421.47
SECTION 4: That the expenditure of $861,224.75 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: 470047-100000 <tel:470047-100000>(Carryover)| Project Name: 47-02 Enterprise System Upgrades| OCA Code: 514047| Obj. Level 1: 06|Obj. Level 3: 6655| Amount: $861,224.75 ( Vendor Breakout: OnX USA LLC - $374,005.75/ AdvizeX Technologies - $438,531.00 / Network Dynamics Inc. - $48,688.00)
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 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 7: That the City Auditor is hereby authorized to transfer the unencumbered balance in a project account to the unallocated balance account within the same fund upon receipt of certification by the Director of the Department administering said project that the project has been completed and the monies are no longer required for said project.
SECTION 8: 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.