Explanation
BACKGROUND:
This legislation will authorize the Director of the Department of Technology to enter into a contract with SHI International Corporation to provide Cobol software maintenance and support services. The City requires COBOL licensing and support for the City's Income Tax software system. These services are being procured in accordance with section 329.06 of Columbus City Code, pursuant to solicitation SA004516. SHI is the lowest, responsive, responsible and best bidder. They are offering service for the period July 31, 2014 to July 31, 2015 on Sever for Cobol Support at $34,572.00 and term period from October 28, 2014 to July 31,2015 for Sever Express support at $2,684.00 for a combined total cost of $37,256.00. In accordance with the bid specifications, the City and SHI can renew the contract for two additional one year terms, by mutual agreement and approval of proper City authorities.
As a reseller of Microfocus COBOL software, SHI is required to include Microfocus licensing and support standard terms and conditions in their proposed agreement with the City. Given these additional terms, this ordinance also requests to waive the competitive bidding provisions in accordance with section 329 of the Columbus City code.
EMERGENCY:
Emergency action is requested to expedite authorization of this contract in order to facilitate and maintain support for the City's Income Tax revenue collection system.
FISCAL IMPACT:
In 2013, the Department of Technology under Ordinance 1822-2013 passed by City Council 07/22/2013 expended $185,000.00 for software licenses and support with Micro Focus (US) Inc The total cost of this ordinance is $37,256.00. Funds for this expense have been budgeted and are available within the Department of Technology (DoT), Information Services Division, Internal Services Fund 2014 budget.
CONTRACT COMPLIANCE NUMBER:
Vendor Name: SHI International Corporation CC#:223009648 Expires: 10/29/2015
Title
To authorize the Director of the Department of Technology to enter into a contract with SHI International Corporation to provide Cobol software maintenance and support services; to waive the competitive bidding provisions of the Columbus City Code; and to authorize the expenditure of $37,256.00 from the Department of Technology, Information Services Division, Internal Services Fund; and to declare an emergency. ($37,256.00)
Body
WHEREAS, this legislation will authorize the Director of the Department of Technology to enter into a contract with SHI International Corporation to provide Cobol software maintenance and support services with the term period July 31, 2014 to July 31, 2015 for the sever Cobol support, and October 28, 2014 to July 31,2015 for Sever Express support at a total cost of $37,256.00; and
WHEREAS, the City requires COBOL licensing and support for the City's Income Tax software system, therefore there is an immediate need to purchase these software upgrade licenses and associated software support; and
WHEREAS, it is in the best interest of the City to waive the competitive bidding provisions in accordance with section 329.27 of the Columbus City Code; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Technology, in that it is immediately necessary to authorize the Director of the Department of Technology to enter into a contract with SHI International Corporation to provide Cobol software maintenance and support services, for the immediate preservation of the public health, peace, property and safety: 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 hereby is authorized to enter into a contract with SHI International Corporation to provide Cobol software maintenance and support services. The cost of the maintenance and associated support services is $37,256.00. The term period July 31, 2014 to July 31, 2015 is for the Sever Cobol support, and October 28, 2014 to July 31,2015 for the Sever Express support.
SECTION 2. That the expenditure of $37,256.00 or so much thereof as may be necessary is hereby authorized to be expended from:
3369 - {Maintenance & support services}
Division: 47-02| Fund: 514| Subfund: 001| OCA Code: 470202| OBJ Level 1: 03| OBJ Level 03: 3369| Amount: $34,572.00|{Sever for Cobol Support: 07/31/2014 - 07/31/2015}
Division: 47-02| Fund: 514| Subfund: 001| OCA Code: 470202| OBJ Level 1: 03| OBJ Level 03: 3369| Amount: $ 2,684.00|{Sever Express Support: 10/28/2014 - 07/31/2015}
SECTION 3. 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 4. 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 5. That the competitive bidding provisions of the Columbus City Code are hereby waived.
SECTION 6. 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.