Explanation
BACKGROUND:
This ordinance authorizes the appropriation of $1,678,878.26 within the Special Income Tax Fund and authorizes the Director of the Department of Technology to renew and modify an agreement with Software House International Corp. (SHI), utilizing the State of Ohio Multiple Award Contract (MAC) 0A1108, with an expiration date of 6/30/2015, authorized for the City's use by Ordinance No. 582-87, for acquiring Microsoft enterprise software licensing. The original agreement (EL012318) was authorized by ordinance 2075-2011, passed December 5, 2011. The agreement was most recently renewed by authority of ordinance 2463-2012, passed December 3, 2012, through purchase order EL013765. This ordinance will authorize funding for the third year of the agreement, January 1 to December 31, 2014, at a cost of $1,402,269.76.
This ordinance will also authorize a modification to the agreement in the amount of $276,608.50, bringing the total cost to $1,678,878.26. This modification is needed to incorporate additional Microsoft licenses needed to support the Division of Police and other City departments. The need to add additional licensing was not anticipated at the time of the original agreement. To take advantage of the most favorable pricing available for Microsoft software, it is in the City's best interests to utilize the existing agreement with SHI, instead of utilizing alternative procurement methods. The price of the additional software reflects the pricing available to all public sector organizations in Ohio through the State of Ohio MAC.
EMERGENCY:
Emergency action is requested to expedite authorization of this contract and establish a purchase order by 12/13/2013 in order to process payment due on licenses by 01/01/2014 from the supplier at the price offered.
FISCAL IMPACT:
In 2011 and 2012 $1,241,801.55 and $1,771,378.76. was expended respectively with SHI International Corp. (SHI) for acquiring Microsoft enterprise software licensing. The cost associated with this ordinance is $1,678,878.26 bringing the aggregate total to $4,692,058.57. Funds to cover the third year of the contract have been identified by the Finance and Management Department and will come from the Special Income Tax Fund.
CONTRACT COMPLIANCE:
Software House International Corp. (SHI) CC#: 22-3009648 Expiration Date:10/29/2015
Title
To authorize the appropriation of $1,678,878.26 within the Special Income Tax Fund; to authorize the Director of the Department of Technology, to renew and modify an agreement for the final term of a three year agreement for Microsoft enterprise software licensing with SHI International Corp. (SHI), utilizing a State Term Schedule; to authorize a modification to the agreement to incorporate additional Microsoft licenses needed to support the Division of Police and other City departments; and to authorize the expenditure of $1,678,878.26 or so much thereof as may be necessary from the Special Income Tax Fund for the Department of Technology, and to declare an emergency.($1,678,878.26 )
Body
WHEREAS, these funds totaling $1,678,878.26 must be appropriated within the Special Income Tax Fund; and
WHEREAS, this legislation also authorizes the Director of the Department of Technology, to renew and modify an agreement for the final term of a three year agreement to acquire Microsoft enterprise software licensing with SHI International Corp. (SHI) utilizing the State of Ohio Multiple Award Contract (MAC) 0A1108, with an expiration date of 6/30/2015; and
WHEREAS, the use of the Ohio Department of Administrative Services Cooperative Contract is authorized for the City's use by Ordinance Number 582-87; and
WHEREAS, this ordinance will authorize funding for the third and final year of the agreement, January 1 to December 31, 2014, at a cost of $1,402,269.76; and a modification to the agreement in the amount of $276,608.50 to incorporate additional Microsoft licenses needed to support the Division of Police and other City departments bringing the total cost to $1,678,878.26; and
WHEREAS, an emergency exists in the usual and daily operation of the Department of Technology, on behalf of the City, in that it is immediately necessary to authorize the Director of the Department of Technology to renew and modify an agreement with Software House International Corp. (SHI), from a State Term Schedule for the final year of a three year term agreement to acquire Microsoft enterprise software licensing, 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 sum of $1,678,878.26 be and hereby is appropriated from the unappropriated balance of Fund 430, the Special Income Tax Fund, and from all monies estimated to come into said Fund from any and all sources and unappropriated for any other purpose during the fiscal year ending December 31, 2013, to Department 47-01, Department of Technology, Object Level One Code 03, Object Level Three Code 3358 and OCA code 471430.
SECTION 2. That the monies appropriated in Section 1 shall be paid upon order of the Technology Director and that no order shall be drawn or money paid except by voucher, the form of which shall be approved by the City Auditor.
SECTION 3. That the Director of the Department of Technology, is authorized to renew and modify an agreement for the final year of a three year term agreement for Microsoft enterprise software licensing from Software House International Corp. (SHI) utilizing the State of Ohio Multiple Award Contract (MAC) 0A1108, with an expiration date of 6/30/2015 at a cost of $1,402,269.76 in addition to a modification to the agreement in the amount of $276,608.50 for additional Microsoft licenses needed to support the Division of Police and other City departments bringing the total cost to $1,678,878.26.
SECTION 4. That the expenditure of $1,678,878.26 or so much thereof as may be necessary is hereby authorized to be expended from Fund 430, the Special Income Tax Fund, Department No. 47-01, Department of Technology, Object Level One Code 03, Object Level Three Code 3358, and OCA code 471430.
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.