Explanation
BACKGROUND:
This ordinance authorizes the Director of the Department of Technology (DoT) to renew and enter into the third year of a five year contract with Mythics, Inc. for the purchase of annual Oracle software licensing, maintenance, and support services for the coverage term period of June 1, 2019 through May 31, 2020, in the amount of $677,942.98. The contract was most recently authorized through Ordinance No. 1159-2018, passed on May 21, 2018 through purchase order PO073339.
The Department of Technology originally procured these services with Mythics, Inc. through chapter 329 of the Columbus City Code, pursuant to RFQ005505. The original contract was authorized by Ordinance 1019-2017, passed on July 10, 2017 through purchase order PO073339. The contract included language that allowed for four (4) additional one (1) year terms, subject to mutual agreement and approval of proper City authorities. This ordinance authorizes the second of the four (4) allowable renewals/extensions. After this renewal is executed, the contract agreement can be extended/renewed annually for two (2) more additional one (1) year terms subject to mutual agreement and approval of proper City authorities.
The ordinance also authorizes the Technology Director to renew a separate agreement and establish a purchase order with Mythics, Inc., utilizing State Term Schedule Contract - STS-033, #534570, with an expiration date of June 30, 2019 for Oracle Database Enterprise Edition, Diagnostics and Tuning Packs, software licensing, maintenance and support services at ($34,682.76) and training at ($11,192.00), with a term period of June 1, 2019 through May 31, 2020, for a total cost of $45,874.76. This contract was authorized under Ordinance No. 1874-2018 passed July 16, 2018. Mythics, Inc. is the designated Oracle reseller of Oracle licensing services and products offering the lowest pricing via the State of Ohio STS. It is in the best interest of the City to acquire these services (licensing maintenance and support and training) from the STS compared to open market pricing which is at a higher cost.
Finally, this ordinance renews the contract, for a one year period, through establishment of a purchase order, for five (5) Oracle Linux Premier Licenses. This purchase order, the term of which runs from June 1,2019 through May 31, 2020 in the amount of $6,295.50, renews one established in 2018 (PO123784).
Oracle software is a critical component of a number of citywide business systems including 311, CUBS, Income Tax, WAM, and GIS. The software is server-based and has given the City the capability to web-enable applications for citizens' use and ensure compliance with licensing agreements.
The total amount of funding requested via this ordinance is $730,113.24 for all currently held Oracle software licensing, maintenance and support within the Department of Technology.
FISCAL IMPACT:
In fiscal years 2017 (ordinance 1019-2017, passed 7-10-2017) and 2018, (ordinances: 1159-2018, passed 05/21/2018 and 1874-2018, passed 07/16/2018, and PO123794) $663,629.97 and $728,596.80 were expended respectively for Oracle annual software licensing maintenance and support and training. The cost for the 2019 contract for these services is $730,113.24. Funding is available within the Department of Technology, Information Services Division, Information Services Operating fund and two agencies' direct charge budget within DoT. Including this renewal, the aggregate Oracle contracts total amount is $2,122,340.01.
EMERGENCY:
Emergency designation is being requested for this renewal to continue with services that are necessary to support daily operation activities and to ensure no service interruption.
CONTRACT COMPLIANCE:
Vendor Name: Mythics, Inc. (DAX Vendor Acct. No.: 009234); CC #/F.I.D #: 54-1987871; Expiration Date: 03/20/2021
Title
To authorize the Director of the Department of Technology to renew a contract with Mythics, Inc. for the purchase of Oracle software licensing, maintenance and support services; to authorize the renewal of a separate agreement and establish a purchase order with Mythics, Inc., utilizing a State Term Schedule for the purchase of Oracle Diagnostics and Tuning Packs and training services; to authorize the renewal of a contract through the establishment of a purchase order for the purchase of Oracle Linux Premier Licenses; to authorize the expenditure of $730,113.24 from the Department of Technology, Information Services Division, Information Services Operating fund; and to declare an emergency. ($730,113.24)
Body
WHEREAS, it is necessary to authorize the Director of the Department of Technology (DoT) to renew and enter into the third year of a five year contract with Mythics, Inc. for the purchase of annual Oracle software licensing, maintenance, and support services for the period of June 1, 2019 through May 31, 2020, in the total amount of $677,942.98; and
WHEREAS, it is also necessary to renew a separate agreement and establish a purchase order with Mythics, Inc., utilizing State Term Schedule Contract - STS-033, #534570, with an expiration date of June 30, 2019 for Oracle Database Enterprise Edition, Diagnostics and Tuning Packs, software licensing, maintenance and support services at ($34,682.76) and training at ($11,192.00), with a term period of June 1, 2019 through May 31, 2020, for a total cost of $45,874.76; and
WHEREAS, it is also necessary to renew the contract, for five (5) Oracle Linux Premier Licenses for a one year period, through establishment of a purchase order which will run from June 01, 2019 through May 31, 2020 in the amount of $6,295.50; and
WHEREAS, the Department of Technology originally procured services with Mythics, Inc. through chapter 329 of the Columbus City Code, pursuant to RFQ005505 and the original contract was authorized by Ordinance 1019-2017, passed on July 10, 2017 through purchase order PO073339 with language that allowed for four (4) additional one (1) year terms, subject to mutual agreement and approval of proper City authorities; and
WHEREAS, this ordinance authorizes the second of the four (4) allowable renewals/extensions and after this renewal is executed; and
WHEREAS, Oracle software is a critical component of a number of citywide business systems including 311, CUBS, Income Tax, WAM, and GIS. The software is server-based and has given the City the capability to web-enable applications for citizens' use and ensure compliance with licensing agreements; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Technology in that it is immediately necessary to authorize the Director of Technology to renew contracts, agreements and establish purchase orders with Mythics, Inc., for the purchase of Oracle software licensing, maintenance, and support services, Diagnostics and Tuning Packs, training services and Oracle Linux Premier Licenses to ensure no service interruption, 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 renew a contract with Mythics, Inc. for Oracle software licensing, maintenance, and support services for Oracle database software in the amount of $677,942.98 and that the coverage term period will be from June 1, 2019 through May 31, 2020 following which the contract can be extended/renewed annually for two (2) more additional one (1) year terms subject to mutual agreement and approval of proper City authorities.
SECTION 2: That the expenditure of $677,942.98 or so much thereof as may be necessary is hereby authorized to be expended from the Department of Technology, Information Services Division, Information Services Operating fund as follows (Please see attachment 0886-2019 EXP):
Mythics, Inc. - $677,942.98
Dept.: 47 | Div.: 47-02 | Obj Class: 03 | Main Account: 63946 | Fund: 5100 | Sub-fund: 510001 | Program: IT005 | Section 3: N/A | Section 4: N/A | Section 5: N/A {ISD} | Amount: $514,193.09
Dept.: 47 | Div.: 47-01 | Obj Class: 03 | Main Account: 63946 | Fund: 5100 | Sub-fund: 510001 | Program: CW001 | Section 3: 470104 | Section 4: IS02 | Section 5: IT1308 {Electricity} | Amount: $9,030.94
Dept.: 47 | Div.: 47-01 | Obj Class: 03 | Main Account: 63946 | Fund: 5100 | Sub-fund: 510001 | Program: CW001 | Section 3: 470104 | Section 4: IS02 | Section 5: IT1309 {Water} | Amount: $57,442.68
Dept.: 47 | Div.: 47-01 | Obj Class: 03 | Main Account: 63946 | Fund: 5100 | Sub-fund: 510001 | Program: CW001 | Section 3: 470104 | Section 4: IS02 | Section 5: IT1310 {Sanitary Sewer} | Amount: $64,400.94
Dept.: 47 | Div.: 47-01 | Obj Class: 03 | Main Account: 63946 | Fund: 5100 | Sub-fund: 510001 | Program: CW001 | Section 3: 470104 | Section 4: IS02 | Section 5: IT1311 {Storm Sewer} | Amount: $17,173.59
Dept.: 47 | Div.: 47-01 | Obj Class: 03 | Main Account: 63946 | Fund: 5100 | Sub-fund: 510001 | Program: CW001 | Section 3: 470104 | Section 4: IS02 | Section 5: IT1315 {DPS} | Amount: $15,701.74
SECTION 3: That the Director of the Department of Technology Director be and is hereby authorized to renew an agreement, originally authorized under Ordinance No. 1874-2018 and passed July 16, 2018, and establish a purchase order with Mythics, Inc., utilizing State Term Schedule Contract - STS-033, #534570, with an expiration date of June 30, 2019 for Oracle Database Enterprise Edition, Diagnostics and Tuning Packs, software licensing, maintenance and support services ($34,682.76) and training ($11,192.00), with a term period of June 1, 2019 through May 31, 2020, for a total cost of $45,874.76.
SECTION 4: That the expenditure of $45,874.76 or so much thereof as may be necessary is hereby authorized to be expended from the Department of Technology, Information Services Division, Information Services Operating fund as follows (Please see attachment 0886-2019 EXP):
Mythics, Inc. - STS- 033.534570: $45,874.76
(Oracle Database Enterprise Edition, Diagnostics and Tuning Packs, Training)
Dept.: 47| Div.: 47-02|Obj Class: 03 |Main Account: 63946|Fund: 5100|Sub-fund: 510001|Program:IT005|Section 3: NA| Section 4: NA|Section 5: NA | Amount: $34,682.76| {software licensing/ maintenance & support}
Dept.: 47| Div.: 47-02|Obj Class: 03 |Main Account: 63970|Fund: 5100|Sub-fund: 510001|Program:CW001|Section 3:N/A| Section 4:N/A|Section 5:N/A| Amount: $11,192.00| {training}
SECTION 5: That the Director of the Department of Technology Director be and is hereby authorized to renew a contract, originally established in 2018 through the creation of purchase order PO123784, for a one year period, through the establishment of a new purchase order, for five (5) Oracle Linux Premier Licenses for a term of one year, from June 1, 2019 through May 31, 2020 in the amount of $6,295.50.
SECTION 6: That the expenditure of $6,295.50 or so much thereof as may be necessary is hereby authorized to be expended from the Department of Technology, Information Services Division, Information Services Operating fund as follows (Please see attachment 0886-2019 EXP):
Mythics, Inc. - $6,295.50 (Oracle Linux)
Dept.: 47 | Div.: 47-02 | Obj Class: 03 | Main Account: 63946 | Fund: 5100 | Sub-fund: 510001 | Program: IT005 | Section 3: N/A | Section 4: N/A | Section 5: N/A {ISD} | Amount: $4,784.58
Dept.: 47 | Div.: 47-01 | Obj Class: 03 | Main Account: 63946 | Fund: 5100 | Sub-fund: 510001 | Program: CW001 | Section 3: 470104 | Section 4: IS02 | Section 5: IT1308 {Electricity} | Amount: $84.49
Dept.: 47 | Div.: 47-01 | Obj Class: 03 | Main Account: 63946 | Fund: 5100 | Sub-fund: 510001 | Program: CW001 | Section 3: 470104 | Section 4: IS02 | Section 5: IT1309 {Water} | Amount: $537.38
Dept.: 47 | Div.: 47-01 | Obj Class: 03 | Main Account: 63946 | Fund: 5100 | Sub-fund: 510001 | Program: CW001 | Section 3: 470104 | Section 4: IS02 | Section 5: IT1310 {Sanitary Sewer} | Amount: $602.48
Dept.: 47 | Div.: 47-01 | Obj Class: 03 | Main Account: 63946 | Fund: 5100 | Sub-fund: 510001 | Program: CW001 | Section 3: 470104 | Section 4: IS02 | Section 5: IT1311 {Storm Sewer} | Amount: $160.66
Dept.: 47 | Div.: 47-01 | Obj Class: 03 | Main Account: 63946 | Fund: 5100 | Sub-fund: 510001 | Program: CW001 | Section 3: 470104 | Section 4: IS02 | Section 5: IT1315 {DPS} | Amount: $125.91
SECTION 7: 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 8: 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 9: 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.