Explanation
BACKGROUND:
This legislation will authorize the Director of the Department of Technology to modify an existing maintenance and support contract with Unisys Corporation to provide transitional support for the period July 1, 2013 to December 31, 2013 at a cost of $29,002.92 for an existing Libra 300 mainframe computing system. This legislation will also authorize the Director of the Department of Technology to enter into a new contract with Unisys Corporation to upgrade the Libra 300 system to a newer Libra 460 system. The Libra 300 system will no longer be supported by Unisys, so it is necessary to invest in a new system to continue processing payroll and running Police Division applications. The upgrade to a new Libra 460 system includes the purchase of hardware, software licenses, software maintenance and support, and professional services at a cost of $824,877.50. A credit discount of $130,452.00 to the City for the unused term of its existing license for the Libra 300 system from previous legislation (Ord. No. 1298-2012/EL013663) has been accepted which brings the new cost to $694,425.50 (hardware -$89,618.00, software licenses and associates services - $231,350.00, software maintenance and support ($73,468.00), and professional services ($299,989.50) . The term of the Libra 460 system support will be July 1, 2013 to December 31, 2015. The total cost associated with this ordinance is $723,428.42.
As described in ordinance 1298-2012, passed October 22, 2012, the Department of Technology in collaboration with other City departments had planned to migrate all applications currently residing on the Unisys 300 system to newer technology platforms, by December 31, 2013. Projects to migrate the applications (payroll, LEADS, etc.) are well under way, but will not be completed by the end of this year, so it is necessary to purchase the new Libra 460 system, as Unisys will no longer support the Libra 300 system beyond December 31, 2013. The Department of Technology obtained the best and lowest possible offer for the new mainframe system through extensive negotiations with Unisys Corporation.
The Unisys Libra system directly supports mission critical applications, including City payroll and Police LEADS. The Payroll application is utilized by all city agencies, ensuring that all city employees are paid and accurate records are maintained for the IRS, Federal Government and the State of Ohio. The Police LEADS application is used by the Division of Police, providing information used by police officers in carrying out their daily activities.
This ordinance also requests to waive the competitive bidding provisions in accordance with section 329 of the Columbus City code as there is an immediate need to begin an upgrade project, and there is insufficient time to obtain a new system through alternate procurement methods.
This ordinance also authorizes the appropriation of funds, transfer of appropriation and cash between projects within the Information Services Bond Fund, and to 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 expedite authorization of these contracts so that the services to be provided may start.
FISCAL IMPACT:
The total cost of this ordinance is $723,428.42, with $29,002.92 coming from funds budgeted and available within Department of Technology, Information Services Division, Internal Services Fund and the remaining $694,425.50 for this expense coming from the Department of Technology, Information Services Division, Capital Improvement Bond Fund by appropriating funds and transferring appropriation and cash from the Auditor/Income Tax Imaging (Carryover) project #: (470033-100000) - $48,573.82 and the Fiber (Carryover) project #:(470046-100001) - $645,851.68 to the Unisys Migration Project #:(470058-100000) for $694,425.50. The total amount of funding requested via this ordinance is $723,428.42.
CONTRACT COMPLIANCE:
Vendor: Unisys Corporation CC#: 38 - 0387840 Expiration Date: 6/19/2015
Title
To amend the 2013 Capital Improvement Budget; to authorize the appropriation of funds and transfer of appropriation and cash between projects within the Information Services Bond Fund; to authorize the Director of the Department of Technology to modify an existing contract for maintenance and support on the Libra 300 mainframe computing system for transitional support and to establish a contract with Unisys Corporation for the purchase of a Libra 460 system (hardware, software licenses, maintenance and support and professional services); to waive the competitive bidding provisions of the Columbus City Code; to authorize the total expenditure of $29,002.92 from the Department of Technology, Information Services Division, Internal Services Fund and $694,425.50 for the Capital Improvement Bond Fund; and to declare an emergency. ($723,428.42)
Body
WHEREAS, this legislation will authorize the Director of the Department of Technology to modify an existing contract with Unisys Corporation to provide transitional support on a Libra 300 mainframe computing system for the period July 1, 2013 to December 31, 2013 at a cost of $29,002.92; and
WHEREAS, this legislation will also authorize the Director of the Department of Technology to enter into a contract with Unisys Corporation to provide a new Libra 460 system which includes the purchase of hardware, software licenses, software maintenance and support, and professional services at a cost of $824,877.50. A credit discount of $130,452.00 to the City for the unused term of its existing license for the Libra 300 system from previous legislation (Ord. No. 1298-2012/EL013663) has been accepted which bringing the new cost to $694,425.50. The term of the Libra 460 system support will be July 1, 2013 to December 31, 2015. The total cost associated with this ordinance is $723,428.42; and
WHEREAS, this ordinance also requests to waive the competitive bidding provisions in accordance with section 329 of the Columbus City code as there is an immediate need to begin an upgrade project, and there is insufficient time to obtain a new system through alternate procurement methods; and
WHEREAS, this ordinance also authorizes the appropriation of funds and 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; and
WHEREAS, an emergency exists in the City in that it is immediately necessary for the Director of the Department of Technology to modify an existing maintenance and support contract with Unisys Corporation to provide transitional support for an existing Libra 300 mainframe computing system and to enter into a new contract with Unisys Corporation to upgrade the Libra 300 system to a newer Libra 460 system to maintain ongoing services in order to allow for uninterrupted service of the daily operations for the 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 be and is hereby authorized to to modify an existing maintenance and support contract with Unisys Corporation to provide transitional support for the period July 1, 2013 to December 31, 2013 at a cost of $29,002.92 for an existing Libra 300 mainframe computing system. This legislation will also authorize the Director of the Department of Technology to enter into a new contract with Unisys Corporation to upgrade the Libra 300 system to a newer Libra 460 system. The upgrade to a new Libra 460 system includes the purchase of hardware, software licenses, software maintenance and support, and professional services at a cost of $824,877.50. A credit discount of $130,452.00 to the City for the unused term of its existing license for the Libra 300 system from previous legislation (Ord. No. 1298-2012/EL013663) has been accepted which brings the new cost to $694,425.50 (hardware -$89,618.00, software licenses and associates services - $231,350.00, software maintenance and support ($73,468.00), and professional services ($299,989.50) . The term of the Libra 460 system support will be July 1, 2013 to December 31, 2015. The total cost associated with this ordinance is $723,428.42.
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
Auditor/Income Tax Imaging(Carryover):
470033-100000 / 002 48,574 0 (48,574)
Fiber (Carryover):
470046-100001 / 002 2,000,000 1,354,148 (645,852)
Unisys Migration Project (carryover):
470058-100000 / 002 0 694,426 694,426
Information Services Bond Fund #514/New Funding
Fiber (Info Services)
470046-100001 / 002 600,000 1,245,852 645,852
Unisys Migration Project (Info Services):
470058-100000 / 002 335,000 0 (335,000)
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: 470033-100000(Carryover)| Project Name: Auditor/Income Tax Imaging Project|OCA Code: 470033|Obj. Level 1: 06|Obj. Level 3: 6655| Amount: $48,573.82
Dept./Div. 47-02| Fund: 514| Subfund: 002| Project Number: 470046-100001(Carryover)| Project Name: Fiber Project| OCA Code: 514346|Obj. Level 1: 06|Obj. Level 3: 6655| Amount: $645,851.68
TO:
Dept./Div.:47-02| Fund: 514| Sub-fund: 002| OCA Code: 514758| Project Number: 470058-100000| Project Name: Unisys Migration Project| Obj. Level 1: 06| Obj. Level 3: 6655| Amount: $694,425.50 (Carryover)
SECTION 4. That the expenditure of $723,428.42 or so much thereof as may be necessary is hereby authorized to be expended from:
Dept./Div.:47-02| Fund: 514| Sub-fund: 002| OCA Code: 514758| Project Number: 470058-100000| Project Name: Unisys Migration Project| Obj. Level 1: 06| Obj. Level 3: 6655| Amount: $694,425.50| Capital| (hardware -$89,618.00, software licenses and associates services -$361,802.00 less Credit: $130,452.00 for a total of $231,350.00, software maintenance and support ($73,468.00), and professional services ($299,989.50)
Dept./Div.:47-02| Fund: 514| Sub-fund: 001| OCA Code: 470202| Obj. Level 1: 03| Obj. Level 3: 3369| Amount: $29,002.92| Operating
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 this ordinance requests to waive the competitive bidding provisions in accordance with section 329 of the Columbus City code as there is an immediate need to begin an upgrade project, and there is insufficient time to obtain a new system through alternate procurement methods.
SECTION 9. 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.