Explanation
BACKGROUND:
This ordinance authorizes the Director of the Department of Finance and Management, on behalf of the Department of Technology (DoT) and the Department of Public Utilities (DPU), to establish a purchase order with OnX USA LLC, for the purchase of HP replacement servers and other related HP equipment. The Department of Technology provides hardware and software infrastructure that supports critical business applications such as GIS, 311, Accela, and CUBS. In an effort to make efficient use of resources, the DoT has virtualized the database servers for several critical application systems. In order to expand capacity and continue taking advantage of the cost savings, additional server hardware is required. This hardware will be used in the Department of Technology data center to provide expanded access to other applications systems as well as allow the DoT to provide hardware for the Department of Public Utilities upgrade to the Columbus Utility Billing System (CUBS).
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.
*OnX USA LLC, HP Equipment and Services, $80,023.50, (FL005254, BPCMP46B - Expiration Date: 6/30/15)
EMERGENCY:
Emergency action is requested to ensure that the necessary purchase order is established in a timely manner to allow the vendor to start the project service work as planned and not delayed, prior to the end of the 2012 calendar year.
FISCAL IMPACT:
During fiscal year(s) 2010 and 2011, $248,393.59 and $371,576.08 were expended respectively with OnX USA LLC. Earlier this year (2012), the Department of Technology legislated $897,165.70 with OnX USA LLC. The total cost of this ordinance is $80,023.50. Funds to cover this expenditure are budgeted and available within the Department of Technology, Information Services Division, Internal Service Fund.
CONTRACT COMPLIANCE NUMBER:
Vendor Name: OnX USA LLC F.I.D.#/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 and Department of Public Utilities to establish a purchase order(s) with OnX USA LLC from a pre-existing Universal Term Contract (UTC), for the purchase of HP replacement servers and other related HP equipment; and to authorize the expenditure of $80,023.50 from the Department of Technology, Information Services Division, Internal Service Fund; and to declare an emergency. ($80,023.50)
Body
WHEREAS, it is necessary for the Director of the Department of Finance and Management, on behalf of the Departments of Technology and Public Utilities, to establish a purchase order with OnX USA LLC, for the purchase of HP replacement servers and other related HP equipment from a pre-existing Universal Term Contract (UTC/FL005254); and
WHEREAS, this purchase will allow the Department of Technology data center to provide hardware and software infrastructure that supports critical business applications; expanded access to other applications systems and provide hardware for the Department of Public Utilities for the upgrade to Columbus Utility Billing System (CUBS); 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, on behalf of the Departments of Technology and Public Utilities, to establish a purchase order with OnX USA LLC for the purchase of HP replacement servers and other related HP equipment, 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 Departments of Technology and Public Utilities, is hereby authorized to establish a purchase order(s) from a pre-existing Universal Term Contract (UTC/FL005254) with OnX USA LLC, for the purchase of HP replacement servers and other related HP equipment, in the amount of $80,023.50.
SECTION 2: That the expenditure of $80,023.50 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: 472417|Obj. Level 1: 02|Obj. Level 3: 2245|Amount: $ 1,366.40
Div.: 47-02|Fund: 514|Sub-Fund: 001|OCA Code: 472417|Obj. Level 1: 03|Obj. Level 3: 3372|Amount: $ 5,844.00
Div.: 47-02|Fund: 514|Sub-Fund: 001|OCA Code: 472417|Obj. Level 1: 06|Obj. Level 3: 6649|Amount: $35,511.45
Total: 47-02 (ISD) $42,721.85
Div.: 47-01|Fund: 514|Sub-Fund: 550|OCA Code: 514550|Obj. Level 1: 06|Obj. Level 3: 3372|Amount: $ 292.51
Div.: 47-01|Fund: 514|Sub-Fund: 600|OCA Code: 514600|Obj. Level 1: 06|Obj. Level 3: 3372|Amount: $ 1,860.54
Div.: 47-01|Fund: 514|Sub-Fund: 650|OCA Code: 514650|Obj. Level 1: 06|Obj. Level 3: 3372|Amount: $ 2,085.91
Div.: 47-01|Fund: 514|Sub-Fund: 675|OCA Code: 514675|Obj. Level 1: 06|Obj. Level 3: 3372|Amount: $ 556.24
Total: $ 4,795.20
Div.: 47-01|Fund: 514|Sub-Fund: 550|OCA Code: 514550|Obj. Level 1: 06|Obj. Level 3: 6649|Amount: $ 1,982.89
Div.: 47-01|Fund: 514|Sub-Fund: 600|OCA Code: 514600|Obj. Level 1: 06|Obj. Level 3: 6649|Amount: $ 12,612.50
Div.: 47-01|Fund: 514|Sub-Fund: 650|OCA Code: 514650|Obj. Level 1: 06|Obj. Level 3: 6649|Amount: $ 14,140.31
Div.: 47-01|Fund: 514|Sub-Fund: 675|OCA Code: 514675|Obj. Level 1: 06|Obj. Level 3: 6649|Amount: $ 3,770.75
Total: $ 32,506.45
Total: 47-01(DPU) $37,301.65
SECTION 3: 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 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 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.