Explanation
BACKGROUND:
This ordinance authorizes the appropriation of $83,461.00 within the Special Income Tax Fund and authorizes the Director of the Department of Technology to modify an agreement with SHI 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 2693-2013, passed December 2, 2013, through purchase order EL015119. This ordinance will authorize funding for the third and final "true-up" of the enterprise agreement with SHI in the amount of $83,646.00.
1. Amount of additional funds to be expended: $83,646.00
Original contract amount: $1,241,801.55
Amount of original contract and 3 modifications: $4,775,704.57
2. Reason additional goods/services could not be foreseen:
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.
3. Reason other procurement processes are not used:
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.
4. How cost of modification was determined:
The price of the additional software reflects the pricing available to all public sector organizations in Ohio through the State of Ohio MAC.
FISCAL IMPACT:
In 2012 and 2013 $1,771,378.76 and $1,678,878.26 was expended respectively with SHI International Corp. (SHI) for acquiring Microsoft enterprise software licensing. The cost associated with this ordinance is $83,646.00 bringing the aggregate total to $4,775,704.57. Funds to cover this contract agreement have been identified by the Finance and Management Department and will come from the Special Income Tax Fund.
CONTRACT COMPLIANCE:
Vendor: SHI International Corp. (SHI) CC#: 22-3009648 Expiration Date: 10/29/2015
Title
To authorize the appropriation of $83,646.00 within the Special Income Tax Fund; to authorize the Director of the Department of Technology to modify an agreement for Microsoft enterprise software licensing with SHI International Corp. (SHI); and to authorize the expenditure of $83,646.00, or so much thereof as may be necessary, from the Special Income Tax Fund for the Department of Technology.($83,646.00)
Body
WHEREAS, this ordinance authorizes the appropriation of $83,646.00 within the Special Income Tax Fund; and
WHEREAS, this legislation authorizes the Director of the Department of Technology to modify an agreement to acquire Microsoft enterprise software licensing with SHI International Corp. (SHI) that was originally entered into 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 " true up " of the enterprise agreement with SHI International Corp. (SHI) from January 1 to December 31, 2014, at a cost of $83,646.00; and
WHEREAS, it is necessary to authorize the Director of the Department of Technology to modify an agreement with Software House International Corp. (SHI) 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 $83,646.00 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, 2014, 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 modify an agreement for Microsoft enterprise software licensing from Software House International Corp. (SHI) that was originally entered into utilizing the State of Ohio Multiple Award Contract (MAC) 0A1108 with an expiration date of 6/30/2015 at a cost of $83,646.00.
SECTION 4. That the expenditure of $83,646.00 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 this ordinance shall take effect and be in force from and after the earliest time period allowed by law.