Explanation
BACKGROUND:
This legislation will authorize the Director of the Department of Technology (DoT) to modify a contract with Unisys Corporation to extend the term for an additional one (1) year term, from July 1, 2011 through June 30, 2012; and increase funding in the amount of $57,555.12. Ordinance 1487-2010, passed November 22, 2010 renewed the software licenses for an additional two (2) year term. Therefore, DoT needs to modify the contract to renew and extend the maintenance and support for an additional 12 months. The modification will provide for annual maintenance and support services associated with the city's Libra 300 ClearPath mainframe computer system. The original maintenance and support contract was authorized by ordinance 2144-2006, passed December 4, 2006. The maintenance contract was most recently renewed for the fifth year of a five year contract by authority of ordinance 0609-2010, passed on June 21, 2010 with a term period of 7/1/10 through 6/30/11.
The Unisys Libra system directly supports mission critical applications, including city payroll and Police LEADS. The Payroll application is utilized by all city agencies, ensuring that all city employees are paid and accurate records are maintained for the IRS, Federal Government and the State of Ohio. The Police LEADS application is used by the Division of Police, providing information used by police officers in carrying out their daily activities. Over the next two (2) years, the Department of Technology, in cooperation with other city departments, plans to migrate current applications running on the Unisys Libra mainframe platform to new technology platforms.
This modification could not be foreseen when the original agreement was established because the original agreement anticipated retiring the mainframe system by the end of 2010. The updated plan is to retire the Libra system by the end of 2012, and this modification will provide annual maintenance and support for an additional one (1) year term (7/1/11 through 6/30/12). It would not be in the best interest of the city to use a different mainframe system for two (2) years, as it would not be cost effective. The Department of Technology obtained the best and lowest possible offer ($57,555.12) for the additional maintenance support needed to retire the legacy mainframe system through extensive negotiation with Unisys Corporation.
Near the end of 2005, the Department of Technology engaged in the purchase of new equipment, from Unisys Corporation, associated with mainframe servers (Libra system). As part of the original purchase, authorized by ordinance 1934-2005, passed by Columbus City Council on November 21, 2005, the DoT was provided options for support services. Along with those options, the original contract provided language that allows for contract modification and renewal contingent upon funding approval each year.
This ordinance also requests to waive the competitive bidding provisions in accordance with section 329 of the Columbus City Code as this request is to modify a contract with Unisys Corporation to extend the term period for maintenance and support beyond the original five year agreement ; and to increase the amount.
FISCAL IMPACT: In 2009 and 2010 the amount of $49,018.44 and $50,988.84, was legislated respectively for maintenance and support services from Unisys Corporation. Funding for this year (2011) is available within the Information Services Division, Internal Services Fund in the amount of $57,555.12. The aggregate total for maintenance and support, including this request is $285,549.86; and the aggregate contract total is $1,142,380.86.
CONTRACT COMPLIANCE: Unisys Corp; CC# 38-0387840 Expires: 3/17/2013
Title
To authorize the Director of the Department of Technology to modify a contract with Unisys Corporation for annual maintenance and support services; to waive the competitive bidding provisions of the Columbus City Code; and to authorize the expenditure of $57,555.12 from the Information Services Division, Internal Services Fund. ($57,555.12)
Body
WHEREAS, the Department of Technology (DoT) engaged in the purchase of new equipment, from Unisys Corporation, associated with mainframe servers (Libra system), which allows the Department to analyze, examine, integrate and process the city's payroll/personnel; Police and LEADS (Law Enforcement Agencies Data System) applications, and
WHEREAS, as part of the original purchase, authorized by ordinance 1934-2005, passed by Columbus City Council on November 21, 2005, the DoT was provided options for support services. Along with those options, the original contract provided language that allows for contract modification and or renewal contingent upon funding approval each year, and
WHEREAS, ordinance 1487-2010, passed November 22, 2010 renewed the software licenses for an additional two (2) year term; and ordinance 0609-2010 was the the fifth renewal of a five year maintenance and support agreement, therefore DoT has a need to modify the maintenance and support contract, and
WHEREAS, the result of this legislation is to authorize the Director of the Department of Technology to modify a contract with Unisys Corporation, to extend the term for one (1) additional year (7/1/11 through 6/30/12); and to increase funding for annual maintenance and support services associated with the Libra system in the amount of $57,555.12, and
WHEREAS, this ordinance also requests to waive the competitive bidding provisions in accordance with section 329.27 of the Columbus City Code, and
WHEREAS, it is necessary for the Department of Technology to maintain ongoing maintenance and support services for the Libra system in order to allow for uninterrupted service of the daily operations for the 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 Technology be and is hereby authorized to modify a contract for annual maintenance and support services, with Unisys Corporation, related to operation of the Libra system, with a coverage period of July 1, 2011 through June 30, 2012, in the amount of $57,555.12.
SECTION 2: That the expenditure of $57,555.12 or so much thereof as may be necessary is hereby authorized to be expended from:
Division: 47-02|Fund: 514|Sub-fund: 001|OCA Code: 470202|Obj. Level 1:03|Obj. Level 3: 3369| Amount: $41,461.20
Division: 47-02|Fund: 514|Sub-fund: 001|OCA Code: 470202 |Obj. Level 1:03|Obj. Level 3: 3372| Amount: $16,093.92
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 for good cause shown, the competitive bidding provisions of section 329 of the Columbus City Code, 1959 are hereby waived.
SECTION 5: That this ordinance shall take effect and be in force from and after the earliest period allowed by law.