Explanation
This ordinance authorizes the Director of Finance and Management, on behalf of the Department of Technology (DoT), to associate all General Budget Reservations resulting from this ordinance with the appropriate Purchase Agreement (PA) for Microsoft Enterprise software licensing. It also authorizes the expenditure of $223,994.03 from the Department of Technology, Information Services Division, Information Services Operating Fund.
Microsoft Office is the city’s technology standard for desktop computing software, currently used by approximately 7,500 city employees in their daily business. The city also utilizes Microsoft software to support a number of enterprise applications. This “true-up” ordinance will enable the city to continue to obtain the latest versions of Microsoft software utilizing a single agreement for the entire city.
On October 25th, 2020, the Department of Finance’s Purchasing Office published RFQ016877 to solicit quotes for a new three-year Microsoft Enterprise Agreement PA. The five submissions received in response to the solicitation are as follows: Crayon Software Experts; Dell Marketing, LP; Insight Public Sector; SHI International; and Softchoice. Following a three-person committee evaluation, the quote submitted by Dell Marketing, LP was deemed the most responsible, responsive, and best offer. As such, the Purchasing Office recommended that the UTC/PA be awarded to Dell Marketing, LP for a term of three years, expiring on December 31, 2023. This ordinance only authorizes the third and final “true-up” for 2023. As the current contract with Dell Marketing LP expires on December 31, 2023, DoT will solicit quotes for the 2023 annual enterprise license.
FISCAL IMPACT
Funds for the above-described purchases are budgeted and available in the Department of Technology, Information Services Operating fund.
EMERGENCY JUSTIFICATION
Microsoft Office is the technology standard for desktop computing software that is used by City employees. The current agreement expires on December 31, 2023. Emergency action is requested to avoid any interruption of services to any city agency that relies on the service(s) that this vendor provides.
CONTRACT COMPLIANCE
Dell Marketing LP, Vendor: #010030
Title
To authorize the Director of Finance and Management, on behalf of the Department of Technology, to associate all General Budget Reservations resulting from this ordinance with the appropriate Purchase Agreement for Microsoft enterprise software licensing “true-up” costs; to authorize the expenditure of $223,994.03 from the Department of Technology, Information Services Division, Information Services Operating Fund; and to declare an emergency. ($223,994.03)
Body
WHEREAS, on October 25th, 2020, the Department of Finance’s Purchasing Office published RFQ016877 to solicit quotes for a three-year Microsoft Enterprise Agreement UTC/PA on behalf of the Department of Technology; and
WHEREAS, the submission by Dell Marketing, LP was determined to be the most responsible, responsive, and best offer; and
WHEREAS, the Department of Finance’s Purchasing Office has established, via ordinance 2797-2020, a UTC/PA with Dell Marketing, LP to enable the Department of Technology for Microsoft enterprise software licenses; and
WHEREAS, it is necessary to authorize the Director of Finance and Management, on behalf of the Department of Technology, to associate all General Budget Reservations resulting from this ordinance with the appropriate Universal Term Contract (UTC)/Purchase Agreement (PA) for Microsoft Enterprise software licensing at a total cost of $223,994.03; and
WHEREAS, an emergency exists in the usual daily operation of the City in that it is immediately necessary to authorize the Director of Finance and Management, on behalf of the Director of Technology, to enter into a contract with Dell Marketing, LP for Microsoft Desktop Software to avoid any interruption of services to any city agency that relies on the service(s) provided by Dell Marketing, LP, all for the immediate preservation of the public health, peace, property, safety and welfare; and NOW THEREFORE:
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Finance and Management Director, on behalf of the Department of Technology and various city agencies, be and is hereby authorized to associate all General Budget Reservations resulting from this ordinance with the appropriate, previously established purchase agreement for Microsoft Enterprise software licensing.
SECTION 2. That the total expenditure of $223,994.03, or so much thereof as may be necessary, is hereby authorized as provided on the attachment to this ordinance. (see 2445-2023EXP)
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 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 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.