Explanation
BACKGROUND:
This ordinance authorizes 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 HP professional services. The purchase order will be created utilizing the terms and conditions from a pre-existing Universal Term Contract (UTC), established through the competitive bid process by the Purchasing Office. This legislation/ordinance will allow for HP consulting service hours to facilitate the City of Columbus' deployment of the HP Service Manager application and will provide the required funding to complete the project. The associated coverage term period is from the date of a certified purchase order issued from the City Auditor's Office through 6/30/12.
*OnX USA LLC (formerly known as Agilysys Inc.), HP Professional Services, $28,400.00, (FL004390, 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 # 0368-2012, to accommodate for the additional expenditure authorized by this ordinance.
EMERGENCY:
Emergency action is requested to ensure that the necessary purchase order for services is established in a timely manner 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. The total cost of this ordinance is $28,400.00, with funding coming from the Department of Technology, Information Services Division, Capital Improvement Bond Fund totaling $28,400.00 by transferring appropriation and cash of ($6,736) from the HVAC Upgrade (470036-100000), ($5,086) from Disaster Recovery Phase II (470037-100000), ($2,083) from the Routing Equipment Upgrade Phase (470046-100002), ($3,495) from the e-Gov Mobile Application (470050-100001) to (470047-100000) Enterprise System Upgrades totaling $17,400.00; and also ($11,000.00) from the Unallocated Balance Fund 514 (514999-100000) to (470047-100003) the Enterprise System Project (ESP) - Asset Management. In addition, an amendment is included in the unallocated balance to reflect BABS interest earnings of $857.00 The total amount of $28,400.00 is budgeted and available within the Department of Technology, Information Services Division, Capital Improvement Bond Fund.
CONTRACT COMPLIANCE NUMBER:
Vendor: 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, from a pre-existing Universal Term Contract (UTC), for the purchase of HP professional services; to authorize the transfer of appropriation and cash between projects in the Information Services Bond Fund; to amend the 2012 Capital Improvement Budget; and to authorize the expenditure of $28,400.00 from the Department of Technology, Information Services Division, Capital Improvement Bond Fund; and to declare an emergency. ($28,400.00)
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 for HP professional services from a pre-existing Universal Term Contract (UTC); and
WHEREAS, this legislation/ordinance will allow for HP consulting service hours to facilitate the City of Columbus' deployment of the HP Service Manager application and will provide the required funding to complete the project; and
WHEREAS, this ordinance 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 # 0368-2012, to accommodate interest earnings and 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 for the purchase of HP professional 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, in the amount of $28,400.00, (UTC/FL004390). The total amount of funding associated with this ordinance is $28,400.00, with associated coverage term period is from the date of a certified purchase order issued from the City Auditor's Office through 6/30/12. 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
HVAC Upgrade:
470036-100000 / 002 6,736 0 (6,736)
Disaster Recovery Phase II:
470037-100000 / 002 100,621 95,535 (5,086)
Routing Equipment Upgrade:
470046-100002 / 002 2,083 0 (2,083)
e-Gov Mobile Application:
470050-100001 / 002 3,495 0 (3,495)
ESP - System Upgrades:
470047-100000 / 002 0 17,400 17,400
Unallocated Balance FD 514:
514999-100000 / 003 11,882 882 (11,000)
Unallocated Balance FD 514:
514999-100000 / 003 882 1739 857
ESP - Asset Management:
470047-100003 / 003 0 11,000 11,000
SECTION 3: That the City Auditor is hereby authorized and directed to appropriate $11,000.00 within the Information Services Bond Fund as follows:
Dept./Div. 47-02| Fund: 514| Subfund: 003| Project Number: 514999-100000(Carryover)| Project Name: Unallocated Balance Fund 514| OCA Code: 514999|Obj. Level 1: 06|Obj. Level 3: 6649| Amount: $11,000.00
SECTION 4: 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: 470036-100000(Carryover)| Project Name: HVAC Upgrade| OCA Code: 470036|Obj. Level 1: 06|Obj. Level 3: 6649| Amount: $6,736.00
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: $5,086.00
Dept./Div. 47-02| Fund: 514| Subfund: 002| Project Number: 470046-100002(Carryover)| Project Name: Routing Equipment Upgrade| OCA Code: 475142|Obj. Level 1: 06|Obj. Level 3: 6649| Amount: $2,083.00
Dept./Div. 47-02| Fund: 514| Subfund: 002| Project Number: 470050-100001(Carryover)| Project Name: e-Gov Mobile Application| OCA Code: 470950|Obj. Level 1: 06|Obj. Level 3: 6649| Amount: $3,495.00
TO:
Dept./Div. 47-02| Fund 514| Subfund: 002| Project Number: 470047-100000(Carryover)| Project Name: ESP - System Upgrades| OCA Code: 514047| Obj. Level 1: 06|Obj. Level 3: 6649| Amount: $17,400.00
FROM:
Dept./Div. 47-02| Fund: 514| Subfund: 003| Project Number: 514999-100000(Carryover)| Project Name: Unallocated Balance Fund 514| OCA Code: 514999|Obj. Level 1: 06|Obj. Level 3: 6649| Amount: $11,000.00
TO:
Dept./Div. 47-02| Fund 514| Subfund: 003| Project Number: 470047-100003(Carryover)| Project Name: ESP - Asset Management| OCA Code: 514347| Obj. Level 1: 06|Obj. Level 3: 6649| Amount: $11,000.00
SECTION 5: That the expenditure of $28,400.00 or so much thereof as may be necessary is hereby authorized to be expended from:
Dept./Div. 47-02| Fund 514| Subfund: 003| Project Number: 470047-100003(Carryover)| Project Name: ESP - Asset Management| OCA Code: 514347| Obj. Level 1: 06|Obj. Level 3: 6649| Amount: $11,000.00
Dept./Div. 47-02| Fund 514| Subfund: 002| Project Number: 470047-100000(Carryover)| Project Name: ESP - System Upgrades| OCA Code: 514047| Obj. Level 1: 06|Obj. Level 3: 6649| Amount: $17,400.00
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 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.