Explanation
BACKGROUND:
This ordinance authorizes the Director of the Department of Technology to renew and modify a contract with SHI International Corp, for Symantec Netbackup software licensing, maintenance and support. The original agreement (EL013562) was authorized by ordinance 1877-2012, for award of solicitation SA004451. That agreement included two one year renewal options. This renewal (year 3 of 3) will provide for software maintenance and support service for the period October 1, 2014 through September 30, 2015, at a cost of $198,587.60.
This ordinance will also authorize a modification to the agreement in the amount of $10,338.13 for purchase of new Symantec Netbackup software licenses, at a cost of $7,937.50, and support, at a cost of $2,400.63. These new licenses are needed to accommodate growth in the City's storage area network. While growth in backup and storage needs was anticipated at the time of the original agreement, specific requirements and associated costs were not known. As SHI is the current Symantec partner utilized to provide Netbackup licensing and support, and was awarded a three year contract through competitive bid, it is in the City's best interests to use the existing contract with SHI for new licenses instead of an alternate procurement method. Pricing for the new licenses was negotiated with SHI, and is consistent with the pricing offered in response to solicitation SA004451. The total combined cost for renewal and new license and support purchase is $208,925.73.
Because there is an immediate need to purchase new licensing to accommodate current storage and backup, this ordinance requests a waiver of competitive bidding requirements, in accordance with section 329.27 of Columbus City Code.
EMERGENCY:
Emergency action is requested to expedite authorization of this contract in order to facilitate and maintain uninterrupted services from the supplier.
FISCAL IMPACT:
In 2012 and 2013, the cost for Symantec Netbackup software licensing, maintenance and support was $154,387.66 and $381,361.69 respectively. Funds were budgeted and are available within the Department of Technology, Information Services Division, internal service fund for the renewal maintenance and support cost, and also for the purchase of additional licenses and support. The total cost of this renewal and modification is $208,925.73, bringing the aggregate total contract amount to $744,675.08.
CONTRACT COMPLIANCE NUMBER:
Vendor: SHI International Corporation CC#: 22-3009648 Expiration Date: 10/29/2015
Title
To authorize the Director of the Department of Technology to renew and modify a contract with SHI International Corporation for Symantec Netbackup software licensing, maintenance and support; and to authorize a modification to the contract for the purchase of new Symantec Netbackup software licenses with support; to waive the competitive bidding provisions of the Columbus City Code; and to authorize the expenditure of $208,925.73 from the Department of Technology, Information Services Division, Internal Services Fund; and to declare an emergency. ($208,925.73)
Body
WHEREAS, this ordinance authorizes the Director of the Department of Technology to renew a contract with SHI International Corporation, for a third year, for Symantec Netbackup software licensing, maintenance and support at a cost of $198,587.60 for the period October 1, 2014 through September 30, 2015; and
WHEREAS, this ordinance will also authorize a modification to the agreement for purchase of new Symantec Netbackup software licenses with maintenance and support at a cost of $10,338.13 for the period October 1, 2014 through September 30, 2015. The total combined cost for renewal and modification (new license and support purchase) is $208,925.73; and
WHEREAS, it is in the best interest of the City to waive the competitive bidding provisions in accordance with section 329.27 of the Columbus City Code because there is an immediate need to purchase new licensing and support to accommodate current storage and backup needs and support new needs associated with the Police Division; 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 Department of Technology to renew and modify a contract with Software House International (SHI), for Symantec Netbackup software licensing, and maintenance and support, 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 Technology is hereby authorized to renew a contract with SHI International Corporation, (year 3 of 3), for Symantec Netbackup software licensing, maintenance and support at $198,587.60 and that the Director of the Department of Technology is also hereby authorized to modify a contract with SHI International Corp, for the purchase of new Symantec Netbackup software licensing, and maintenance and support at a cost of $10,338.13 for the period October 1, 2014 through September 30, 2015 for a combined total of $208,925.73.
SECTION 2: That the expenditure of $208,925.73 or so much thereof as may be necessary is hereby authorized to be expended from Department of Technology, Information Services Division, Internal Services Fund:
|Subfund: 001| OCA Code: 470202|Obj. Level 1: 03|Obj. Level 3: 3369|Amount: $198,587.60| {renewal of maintenance & support}
|Subfund: 001| OCA Code: 470202|Obj. Level 1: 03|Obj. Level 3: 3369|Amount: $2,400.63| { purchase of new licenses support}
|Subfund: 001| OCA Code: 470202|Obj. Level 1: 03|Obj. Level 3: 3358|Amount: $7,937.50| {purchase new licenses}
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 the competitive bidding provisions of the Columbus City Code are hereby waived.
SECTION 6: That for reasons stated in the preamble hereto, which is hereby made a part hereof, this ordinance is 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.