Explanation
BACKGROUND: This legislation authorizes the Director of The Department of Technology to establish a contract with Delta Computer Services, Inc. The Department of Technology (DoT) uses a large number of Hewlett-Packard (HP) Systems that support several city agencies' business applications such as Performance Series accounting and purchasing systems, Income Tax, Regulations, and geographic information systems (GIS). Also included are systems supporting the daily operations of the Communications, Telecommunications and Electricity Divisions to name a few.
DoT followed the guidelines of City Code Chapter 329.14, awarding professional service contracts through the requests for proposals (RFP). The RFP was prepared and posted on the City's solicitation web site and was mailed to potential offerors. They were also mailed to those who responded to the solicitation notice. A total of sixteen (16) proposals were mailed. Twenty-four (24) MBEs and 1 FBE were contacted via telephone to ensure of the awareness of the project. An evaluation team, consisting of DoT staff members and a representative of the Equal Business Opportunity Commission Office, was formed.
Three (3) companies responded; Advanced Technology Group, Delta Computer Services, Inc., and Signature Technology Group, Inc. All three were contacted to arrange interviews and also to verify their listed references. Calls were made to the references and the results conveyed to the evaluation team.
Interviews were held with all three (3) offerors. A final vote, using the original evaluation criteria, was taken with Delta Computer Services, Inc. scoring the highest. A meeting with Delta Computer Services, Inc. was held to negotiate the final contract and to familiarize them with the City equipment.
This contract will enable differing levels of support, depending upon how critical the application is to the business of the city. Critical applications, such as Performance Series, will receive 24-hour, 365-day support. Other less important applications will be scaled back, dependant on need for availability. Other services provided by this contract include provision of technical manuals, software licenses and optional services that will allow DoT staff to customize their support of the application on which they are working. As such, systems that are used for development, testing, and other non-critical business functions will also have the appropriate level of hardware and software support.
The systems will be covered under an annually renewable contract for a three-year term that affords the City substantial price discounts. The three-year agreement will be initiated effective upon the approval of this legislation and will continue through April 2008.
Delta Computer Services, Inc. will be subcontracting the software maintenance to Beechglen Development, Inc. Contract compliance number 31-1258834, expiration date 03/14/2007.
EMERGENCY: There is an immediate need to establish a contract with Delta Computer Services, Inc., to maintain and provide uninterrupted support services for multiple information-processing systems.
FISCAL IMPACT: The 2004 costs for HP System Support Services totaled $334,923.10 and $314,222.39 costs for the 2005 service.
There is sufficient budget authority available in the 2006 Department of Technology information services fund.
CONTRACT COMPLIANCE NUMBER: 11-3044303 Expiration: 03-06-2007
Title
To authorize the Director of the Department of Technology to establish a contract with Delta Computer Services, Inc. for system support services related to hardware and software for the Department of Technology, to authorize the expenditure of $208,884.00 from the Technology Department information services fund and to declare an emergency. ($208,884.00)
Body
WHEREAS, the Department of Technology supports a large number of Hewlett-Packard systems used for various City business functions, and
WHEREAS, many of these Hewlett-Packard systems support critical business applications for the Department of Technology as well as several other City agencies, and
WHEREAS, the Department of Technology requires the services of Hewlett-Packard engineers to provide on-site response to hardware problems and around-the-clock support for software problems, and
WHEREAS, the various manuals and software licenses provided under this agreement are vital to the successful implementation and maintenance of critical business systems, and
WHEREAS, the proper operation of said systems are essential to support the daily operations of all City agencies, and
WHEREAS, said systems under authority of this ordinance shall be covered under a three-year term of a renewable support agreement continuing through April 30, 2009 unless otherwise terminated, and
WHEREAS, this legislation will authorize the Director of the Department of Technology to establish a contract for said services and support, and
WHEREAS, an emergency exits in the usual daily operation of the Department of Technology in that it is immediately necessary to modify a contract with Delta Computer Services, Inc. for the purchase of computer system support services essential to support daily operations of all City agencies, thereby protecting 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 establish a contract for the purchase of hardware and software support services from Delta Computer Services, Inc. related to operation of critical and non-critical business systems for many City agencies.
SECTION 2: That the expenditure of $208,884.00 or so much thereof as may be necessary is hereby authorized to be expended from:
Div.: 47-01| Fund: 514| Subfund: 010| OCA: 300347| Obj. Level 1: 03| Obj. Level 3: 3372| Amount: $14,937.42
Div.: 47-02| Fund: 514| Subfund: 001| OCA: 472417| Obj. Level 1: 03| Obj. Level 3: 3372| Amount: $4,443.94
Div.: 47-02| Fund: 514| Subfund: 001| OCA: 472417| Obj. Level 1: 03| Obj. Level 3: 3369| Amount: $30,590.61
Div.: 47-01| Fund: 514| Subfund: 600| OCA: 514600| Obj. Level 1: 03| Obj. Level 3: 3369| Amount: $38,127.59
Div.: 47-01| Fund: 514| Subfund: 550| OCA: 514550| Obj. Level 1: 03| Obj. Level 3: 3369| Amount: $17,201.27
Div.: 47-02| Fund: 514| Subfund: 001| OCA: 472417| Obj. Level 1: 03| Obj. Level 3: 3372| Amount: $72,794.83
Div.: 47-01| Fund: 514| Subfund: 599| OCA: 514599| Obj. Level 1: 03| Obj. Level 3: 3372| Amount: $1,726.10
Div.: 47-01| Fund: 514| Subfund: 010| OCA: 440147| Obj. Level 1: 03| Obj. Level 3: 3372| Amount: $6,243.18
Div.: 47-01| Fund: 514| Subfund: 240| OCA: 514240| Obj. Level 1: 03| Obj. Level 3: 3372| Amount: $10,972.03
Div.: 47-02| Fund: 514| Subfund: 001| OCA: 470115| Obj. Level 1: 03| Obj. Level 3: 3372| Amount: $11,847.03
Section 3. 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.