Explanation
Background:
This legislation authorizes the Director of the Department of Technology (DoT) to establish a contract/ purchase order with Software House International, for the purchase of (5,128) Access Manager software licenses inclusive of one-year maintenance and support related to the City of Columbus technology infrastructure (Active Directory environment).
The Active Directory environment for the City of Columbus supports user authentication, security permissions, email distribution lists, and contact information for all supported City agencies. This environment has been through several consolidations and changes over the last several years. The Department of Technology is tasked with keeping this environment efficient and operable in support of several services and applications. A need has arisen for a software tool that will allow us to discover and consolidate the permissions across the entire environment, as well as quickly audit security permissions. Access Manager from Quest Software (via Software House International Inc) will allow us to perform these functions and give us the added ability to clean up any legacy permissions that are invalid, further reducing administrative overhead for the Department of Technology and solidifying the technology infrastructure for the City of Columbus.
The Department of Technology (DoT) exercised due diligence by completing the formal competitive bid process (Solicitation # SA004071) in compliance with Columbus City Code Section 329. On August 18, 2011, the (ITB) Invitation to Bid (SA004071) for the purchase of the Access Manager software licenses with one year maintenance and support was opened and two (2) proposals were received. After reviewing both proposals/bids that were submitted, it was recommended that the award be made to Software House International (SHI), in the amount of $26,357.92, as they were deemed to be the overall lowest, responsive, responsible and best bidder per specification.
EMERGENCY:
Emergency action is requested to ensure that the necessary purchase order is established in a timely manner and to immediately facilitate prompt payment; to continue with services that are necessary to support daily operations; to ensure no service interruptions.
Fiscal Impact:
Funds totaling $26,357.92 for this purchase are budgeted and available within the Department of Technology, Information Services Division, Internal Services Fund.
Contract Compliance:
Vendor Name: Software House International (SHI) CC#: 22-3009648 Expiration Date: 11/16/2011
Title
To authorize the Director of the Department of Technology to establish a contract/ purchase order with Software House International (SHI), for software licenses and maintenance and support related to the City of Columbus' technology infrasturcture; to authorize the expenditure of $26,357.92 from the Department of Technology, Information Services Division, Internal Services Fund; and to declare an emergency. ($26,357.92)
Body
WHEREAS, this legislation authorizes the Director of the Department of Technology to establish a contract/purchase order with Software House International (SHI) for the purchase of 5,128 Access Manager software licenses with one year maintenance and support; and
WHEREAS, the Department of Technology exercised due diligence by undergoing a formal bid process (bid solicitation # SA004071), in compliance with Columbus City Code Section 329; received two bid proposals and made the award to Software House International deemed to be the overall lowest, responsive, responsible and best bidder per specification, 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 the Department of Technology, to establish a contract/ purchase order with Software House International (SHI) for software licenses with maintenance and support to facilitiate prompt payment and so that services can continue without interruption, thereby preserving 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 authorized to establish a contract/purchase order with Software House International (SHI) for 5,128 Access Manager software licenses with one year maintenance and support, in the amount of $26,357.92.
SECTION 2: That the expenditure of $26,357.92 or so much thereof as may be necessary is hereby authorized to be expended from the Department of Technology, Information Services Division, Internal Service Fund, is hereby authorized as follows:
Div.: 47-02|Fund: 514|Subfund: 001|OCA Code: 470202| Obj. Level 1: 03|Obj. Level 3: 3358|Amount: $26,357.92
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 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.