Explanation
BACKGROUND:
This legislation authorizes the Director of Finance and Management, on behalf of the Department of Technology (DoT), to establish a purchase order from an existing Universal Term Contract (UTC FL005254, BP0 BPCMP46B) with OnX USA LLC, which expires June 30, 2015. The purchase order will provide for professional services and training to continue implementation of the technology service management system utilized by DoT. This system has been in use since the beginning of 2013. Additional service is required to implement enhancements to the system, further optimize its configuration for use by the City, and provide additional training for DoT staff. The period of service will be one year from the date of a certified purchase order. The total cost of the service is $159,562.50.
This ordinance also authorizes the transfer of appropriation and cash between projects within the Information Services Bond Fund, and will amend the 2013 Capital Improvement Budget (CIB), passed by Columbus City Council April 1, 2013 via Ordinance # 0645-2013, to accommodate for the additional expenditure authorized by this ordinance.
EMERGENCY:
Emergency action is requested to ensure that the necessary purchase order for services is established in a timely manner to allow the vendor to start their project service work as planned and not delayed.
FISCAL IMPACT:
The total cost of this ordinance is $159,562.50, with funding coming from the Department of Technology, Information Services Division, Capital Improvement Bond Fund by transferring appropriation and cash of $159,562.50 from the Facility Renovation project #: (470031-100000) to the Enterprise System Project-(470047-100000).
CONTRACT COMPLIANCE NUMBER:
Vendor: OnX USA LLC F.I.D.#/CC#: 27-1445264 Expiration Date: 10/11/2013
Title
To amend the 2013 Capital Improvement Budget; to authorize the Director of the Department of Finance and Management, on behalf of the Department of Technology, to establish a purchase order with OnX USA LLC, from a pre-existing Universal Term Contract (UTC), for the purchase of HP professional services and training; to authorize the transfer of appropriation and cash between projects and to authorize the expenditure of $159,562.50 from the Information Services Division, Capital Improvement Bond Fund; and to declare an emergency ($159,562.50)
Body
WHEREAS, it is necessary for the Director of the Department of Finance and Management, on behalf of the Department of Technology, to establish a purchase order with OnX USA LLC, from a pre-existing Universal Term Contract (UTC) in the amount of $159,562.50 for a term period of one year from the date of a certified purchase order; and
WHEREAS, this legislation will allow for HP consulting service hours and training to continue implementation of the technology HP Service Manager application and will provide the required funding to complete this phase of the project; and
WHEREAS, this ordinance also authorizes the transfer of appropriation and cash between projects within the Information Services Bond Fund, and will amend the 2013 Capital Improvement Budget (CIB), passed by Columbus City Council April 1, 2013 via Ordinance # 0645-2013; 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 Finance and Management Department to establish a purchase order with OnX USA LLC for the purchase of HP professional services and training, for immediate preservation or 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 Finance and Management is hereby authorized to establish a purchase order from a pre-existing Universal Term Contract (UTC) with OnX USA LLC, in the amount of $159,562.50 (UTC/FL004390) for professional services and training to continue implementation of the technology service management system utilized by DoT. The period of service will be one year from the date of a certified purchase order.
SECTION 2: That the 2013 Capital Improvement Budget is hereby amended as follows for this expenditure:
Department of Technology, Information Services Dept./Div. 47-02
Information Services Bond Fund #514
Project Name/Number/Subfund Current CIB Amount Revised Amount Amount Change
Facility Renovation:
470031-100000 / 002 195,735 36,172 159,563
Enterprise System Project:
470047-100000 / 002 0 159,563 159,563
SECTION 3: That the City Auditor is hereby authorized and directed to transfer funds and appropriation within the Information Services Bond Fund as follows:
FROM:
Dept./Div. 47-02| Fund: 514| Subfund: 002| Project Number: 470031-100000(Carryover)| Project Name: Facility Renovation| OCA Code: 470031|Obj. Level 1: 06|Obj. Level 3: 6649| Amount: $159,562.50
TO:
Dept./Div. 47-02| Fund 514| Subfund: 002| Project Number: 470047-100000(Carryover)| Project Name: Enterprise System Project| OCA Code: 514047| Obj. Level 1: 06|Obj. Level 3: 6649| Amount: $159,562.50
SECTION 4: That the expenditure of $159,562.50 or so much thereof as may be necessary is hereby authorized to be expended from:
Dept./Div. 47-02| Fund 514| Subfund: 002| Project Number: 470047-100000(Carryover)| Project Name: | ESP - System Upgrades| OCA Code: 514047| Obj. Level 1: 06|Obj. Level 3: 6649| Amount: $159,562.50 (Professional services - $150,000.00/ training -$9,562.50)
SECTION 5: 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 6: 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 7: That the City Auditor is hereby authorized to transfer the unencumbered balance in a project account to the unallocated balance account within the same fund upon receipt of certification by the Director of the Department administering said project that the project has been completed and the monies are no longer required for said project.
SECTION 8: 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.