Explanation
BACKGROUND: This ordinance authorizes the Director of the Department of Technology to modify an existing contract with Unisys Corporation for software licenses associated with the City's mainframe Unisys Libra 300 ClearPath system, to extend for a two (2) year term agreement and increase the contract amount by $286,041.00. The licensing period will be extended from January 1, 2011 through December 31, 2012. The extended term will provide the city with sufficient time to retire the Legacy mainframe system; migrate the City's current payroll application to a new technology platform, Columbus Human Resource Information System (CHRIS); while also migrating critical applications used by the Division of Police, including the Law Enforcement Agencies Data System (LEADS) application. All other terms and conditions related to the software license will remain the same.
The Department of Technology obtained the best and lowest possible offer ($286,041.00) for the two year term needed to retire the legacy mainframe system through extensive negotiations with Unisys Corporation. The department could not foresee the need for additional goods or services at the time the original contract was created because the expectation was to have the impacted applications migrated off of the Libra system by 2010. 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 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 years, the Department of Technology, in cooperation with its city department affiliates, plans to migrate current applications running on the Unisys Libra mainframe platform to new technology platforms.
The original contract, EL005702 was authorized by ordinance 1934-2005, passed by Columbus City Council November 21, 2005 for $570,790.00 and provided for the following: $344,965.00 for software licenses through December 31, 2010, $102,168.00 for hardware, $57,920.00 in professional services, $15,737.00 in equipment and $50,000.00 in contingency funds. Unisys is the sole manufacturer of Unisys ClearPath systems, including the existing Libra 300 system. Within the five (5) year contract period $227,994.74 was expended for maintenance and support. The aggregate contract total, including passage of this request to increase the contract amount by $286,041.00 would be $1,084,825.74. (Additional details are available via attachment ORD 1487-2010 Unisys Contract History).
This ordinance also requests to waive the competitive bidding provisions in accordance with section 329 of the Columbus City code as this ordinance requests to modify the existing contract to extend the software licenses term and increase the contract amount.
EMERGENCY: Emergency designation is requested in order to have the contract and purchase order established to obtain the necessary software licenses to support mission critical applications for city departments before year end closing.
FISCAL IMPACT: Over the past five years the Department of Technology expended $227,994.74 for maintenance and support through June 30, 2011; the original contract amount of $570,790.00 provided hardware, software licenses and support services through December 31, 2010; and earlier this year (2010) $50,988.84 was legislated for the fifth year of maintenance and support from Unisys Corporation with a coverage period of July 1, 2010 through June 30, 2011. Passage of this ordinance will authorize $286,041.00 to be expended for the Unisys Libra 300 ClearPath system software licenses from Unisys Corporation, extending the software licensing term period from January 1, 2011 through December 31, 2012 as a two year agreement and increase the contract amount by $286,041.00; bringing the contract aggregate total to $1,084,825.74. Funding for this contract modification has been identified and is available within the Department of Technology Information Services Fund, as reflected in the department third quarter review projections.
CONTRACT COMPLIANCE NUMBER: Unisys Corporation, 38-0387840 Expires: 03/18/2011
Title
To authorize the Director of the Department of Technology to modify an existing contract with Unisys Corporation for software licenses, to extend for a two (2) year term agreement, and increase the contract amount by $286,041.00; to waive competitive bidding provisions of the Columbus City Code; to authorize the expenditure of $286,041.00 from the Department of Technology Information Services Fund; and to declare an emergency. ($286,041.00)
Body
WHEREAS, this ordinance authorizes the Director of the Department of Technology to modify an existing contract with Unisys Corporation for software licenses associated with the city's mainframe Unisys Libra 300 ClearPath system, to extend for a two (2) year term agreement, and increase the contract amount by $286,041.00, bringing the aggregate contract total to $1,084,825.74. The licensing period will be extended from January 1, 2011 through December 31, 2012.
WHEREAS, the original contract, EL005702 was authorized by ordinance 1934-2005, passed by Columbus City Council November 21, 2005 and provided hardware, software, licenses and support services through December 31, 2010; all other terms and conditions related to the software license will remain the same;and
WHEREAS, the Department of Technology utilizes Unisys Corporation's Libra 300 ClearPath system to support mission critical applications, including city payroll and Police Law Enforcement Agencies Data System (LEADS) applications that allows the department to analyze, examine and integrate data sources and operating environments; and
WHEREAS, this ordinance also requests approval to waive the competitive bidding provisions in accordance with Columbus City Code, Section 329.06 to continue services provided by Unisys Corporation , and
WHEREAS, an emergency exists in the daily operation of the city in that it is necessary for the Department of Technology to modify and extend an existing contract with Unisys Corporation to extend the software licensing period for a two (2) year term agreement, to increase the contract amount and, to allow for uninterrupted daily operation activities, for the preservation of 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 an existing contract (EL005702 authorized by ordinance 1934-2005) with Unisys Corporation for software licenses associated with the city's mainframe Unisys Libra 300 ClearPath system, to extend for a two (2) year term agreement with a coverage period of January 1, 2011 through December 31, 2012; and increase the contract amount by $286,041.00; with all other terms and conditions related to the software license remaining the same.
SECTION 2: That the expenditure of $286,041.00 or so much thereof as may be necessary is hereby authorized to be expended from:
Div.: 47-02|Fund: 514| Sub-fund 001|OCA Code: 470202|Obj. Level 1: 03|Obj. Level 3: 3358|Amount: $286,041.00|
SECTION 3: That for good cause shown, the competititve bidding provisions of Chapter 329 of the Columbus City Code, 1959 are hereby waived
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 for the reasons stated in the preamble hereto, which is hereby made a part hereof, this ordinance is hereby declared to be an emergency and shall take effect and be in force from and after its passage by the Mayor or ten days after its passage if the Mayor neither approves nor vetoes the same.