Explanation
BACKGROUND: This legislation authorizes the Director of The Department of Technology to modify a contract with Hewlett-Packard. The Department of Technology (DoT) utilizes 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 daily operations in the Communications, Telecommunications, Electricity Divisions, and many other city agencies.
The services provided by HP support citywide business applications, which require many levels of hardware, software, and other support services that include: 4-hour on-site response to hardware problems, a 24-hour 365-day basis support for critical systems; such as the Performance Series, technical manuals, software licenses, and many other optional services to help DoT staff support each application. All services are customized to meet the unique needs of each City user based on the characteristics of each server.
There are other systems that are used for development, testing, and other non-critical business functions. Each non-critical system has the appropriate level of hardware and software support to meet the needs of each business operation.
The systems are covered under an annually renewable contract for a three-year term that affords the City substantial price discounts but preservers the right to terminate when it is in the best interest of the City. The three-year agreement was initiated effective April 1, 2003 and will continue through March 31, 2006. This legislation authorizes the Director of the Department of Technology to modify and extend the current agreement to cover the third year of the current three-year term. With this being the final year, the Department of Technology has initiated the formal bid process for future support services.
EMERGENCY: There is an immediate need to modify and extend a contract with Hewlett-Packard, to maintain and provide uninterrupted support services for multiple information-processing systems.
FISCAL IMPACT: The 2002 expenditure for HP System Support Services totaled $232,989.00, the expenditure for 2003 was $306,357.41 and $334,923.10 was expended in 2004 for this service. The continuing DoT consolidation and annual review of Service Level Agreements with each DoT customer agency, the need to expand and maximize the use of mass storage equipment, and the aging of some equipment components that are no longer covered under warranty maintenance has led to support service coverage increases during the 2004 contract period. The realignment of systems and support needs has resulted in increased costs that were necessary to allow DoT to maintain an adequate level of systems support for each user.
Currently, the expenditure of $314,638.72, for a twelve month period, is available in the 2005 Department of Technology information services fund.
CONTRACT COMPLIANCE NUMBER: 94-1081436 Expiration: 4-29-2008
Title
To authorize the Director of The Department of Technology to modify and extend a contract with Hewlett-Packard for system support services related to hardware and software for the Department of Technology, to authorize the expenditure of $314,638.72 from the Technology Department information services fund and to declare an emergency ($314,638.72)
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 March 31, 2006 unless otherwise terminated, and
WHEREAS, this legislation will authorize the Director of the Department of Technology to modify and extend the current agreement to provide funding for the third year, with this being the final year the Department of Technology has initiated the formal bid process for future support services, 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 Hewlett-Packard for the purchase of computer system support services, 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 modify and extend a contract for the purchase of hardware and software support services from Hewlett-Packard related to operation of critical and non-critical business systems for many City agencies.
SECTION 2: That the expenditure of $314,638.72 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: 3358| Amount: $22,500.00
Div.: 47-02| Fund: 514| Subfund: 001| OCA: 472417| Obj. Level 1: 03| Obj. Level 3: 3358| Amount: $6,693.84
Div.: 47-02| Fund: 514| Subfund: 001| OCA: 472417| Obj. Level 1: 03| Obj. Level 3: 3369| Amount: $46,078.16
Div.: 47-01| Fund: 514| Subfund: 600| OCA: 514600| Obj. Level 1: 03| Obj. Level 3: 3369| Amount: $57,431.00
Div.: 47-01| Fund: 514| Subfund: 550| OCA: 514550| Obj. Level 1: 03| Obj. Level 3: 3369| Amount: $25,910.00
Div.: 47-02| Fund: 514| Subfund: 001| OCA: 472417| Obj. Level 1: 03| Obj. Level 3: 3372| Amount: $109,649.72
Div.: 47-01| Fund: 514| Subfund: 599| OCA: 514599| Obj. Level 1: 03| Obj. Level 3: 3372| Amount: $2,600.00
Div.: 47-01| Fund: 514| Subfund: 010| OCA: 440147| Obj. Level 1: 03| Obj. Level 3: 3372| Amount: $9,404.00
Div.: 47-01| Fund: 514| Subfund: 240| OCA: 514240| Obj. Level 1: 03| Obj. Level 3: 3372| Amount: $16,527.00
Div.: 47-02| Fund: 514| Subfund: 001| OCA: 470115| Obj. Level 1: 03| Obj. Level 3: 3372| Amount: $17,845.00
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.