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) with OnX USA LLC, which expires June 30, 2015 in the amount of $403,086.02. The purchase order will provide for a new tape library ( HP hardware, software, installation and support services). The period of service will be one year from the date of a certified purchase order.
As part of contingency planning required by regulatory authority, the Department of Technology (DoT) is obligated to provide for the recovery and reconstitution of internally managed information systems to a known state after a disruption, compromise, or failure. A central capability required to achieve this objective is the backup and recovery of electronic data. This capability is provided by DoT's enterprise backup system.
In early 2013, DoT completed the first phase of an enterprise backup system upgrade necessary to keep the system up to current design and configuration standards and meet rapidly growing capacity requirements. The final phase of the upgrade is the purchase of new tape library necessary to meet long term data retention requirements.
The current tape library is approximately 6 years old. The technology utilized in the hardware, referred to as LTO3, is three generations behind the current standard and has reached end of life. A new tape library, utilizing LTO6 technology, will provide performance and capacity benefits ranging from 3 times to 10 times the current system. This will allow the backup system to continue growing as needed to meet the needs of the City of Columbus.
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 eliminate the risk of data backup failures caused by the current library capacity being outstripped by rapidly growing demands.
FISCAL IMPACT:
The total cost of this ordinance is $403,086.02, with funds for this expense coming from the Department of Technology, Information Services Division, Capital Improvement Bond Fund by transferring appropriation and cash from the Facility Renovation project #: (470031-100000) - $36,171.50 , Disaster Recovery Project #:(470047-10000) - $190,887.77, ESP-Security Project #:(470047-100002) - $64,425.60, Wireless LAN #:(470047-100004) - $111,519.55, and Uninterruptable Power Supply (UPS) #:(470046-100003) - $81.60 to the Enterprise System Upgrades Project #:(470047-100000) for $403,086.02.
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 a tape library ( HP hardware, software, installation and support services); to authorize the transfer of appropriation and cash between projects; and to authorize the expenditure of $403,086.02 from the Information Services Division, Capital Improvement Bond Fund; and to declare an emergency ($403,086.02)
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 for a tape library (HP hardware, software, installation and support services) from a pre-existing Universal Term Contract (UTC) in the amount of $403,086.02 for a term period of one year from the date of a certified purchase order; and
WHEREAS, in early 2013, DoT completed the first phase of an enterprise backup system upgrade necessary to keep the system up to current design and configuration standards and meet rapidly growing capacity requirements; and
WHEREAS, the final phase of the upgrade is the purchase of a new tape library utilizing LTO6 technology necessary to meet long term data retention requirements and will allow the backup system to continue growing as needed to meet the needs of the City of Columbus; 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 a tape library, 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 Finance and Management is hereby authorized and directed to establish a purchase order from a pre-existing Universal Term Contract (UTC FL005254) with OnX USA LLC, in the amount of $403,086.02 for a new tape library (HP hardware, software, installation and support) to continue advancement of the backup system used by the Department of Technology to meet the needs of the City of Columbus. 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/Carryover
Project Name/Number/Subfund Current CIB Amount Revised Amount Amount Change
Disaster Recovery Phase II:
470037-100000 / 002 184,965 190,888 5,923
Facility Renovation:
470031-100000 / 002 36,172 0 (36,172)
Disaster Recovery Phase II:
470037-100000 / 002 190,888 0 (190,888)
ESP- Security Program:
470047-100002 / 002 64,426 0 ( 64,426)
Wireless LAN:
470046-100004 / 002 550,000 438,481 (111,519)
Uninterruptable Power Supply:
470046-100003 / 002 82 0 ( 82)
Enterprise System Upgrades:
470047-100000 / 002 0 403,087 403,087
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: $36,171.50
Dept./Div. 47-02| Fund: 514| Subfund: 002| Project Number: 470037-100000(Carryover)| Project Name: Disaster Recovery Phase II| OCA Code: 470037|Obj. Level 1: 06|Obj. Level 3: 6649| Amount: $190,887.77
Dept./Div. 47-02| Fund: 514| Subfund: 002| Project Number: 470047-100002(Carryover)| Project Name: Enterprise System Project - Security Program| OCA Code: 514472|Obj. Level 1: 06|Obj. Level 3: 6649| Amount: $64,425.60
Dept./Div. 47-02| Fund: 514| Subfund: 002| Project Number: 470046-100004(Carryover)| Project Name: Wireless LAN| OCA Code: 474604 |Obj. Level 1: 06|Obj. Level 3: 6649| Amount: $111,519.55
Dept./Div. 47-02| Fund: 514| Subfund: 002| Project Number: 470046-100003(Carryover)| Project Name: Uninterruptable Power Supply (UPS)| OCA Code: 474603|Obj. Level 1: 06|Obj. Level 3: 6649| Amount: $81.60
TO:
Dept./Div. 47-02| Fund 514| Subfund: 002| Project Number: 470047-100000(Carryover)| Project Name: Enterprise System Upgrades| OCA Code: 514047| Obj. Level 1: 06|Obj. Level 3: 6649| Amount: $403,086.02
SECTION 4: That the expenditure of $403,086.02 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: Enterprise System Upgrades| OCA Code: 514047| Obj. Level 1: 06|Obj. Level 3: 6649| Amount: $403,086.02 ( Hardware- $307,961.22/ Software- $7,614.44 /Installation and Support- $87,510.36)
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.