Explanation
BACKGROUND:
This ordinance authorizes the Director of Finance and Management, on behalf of the Department of Technology (DoT), to associate all General Budget Reservations resulting from this ordinance with the appropriate State Term Schedule (STS033-534354 -51 expiring 06/30/2019) authorized for the City's use by Ordinance No. 582-87 with Halcyon Solutions, Inc. for the purchase of Tableau software licensing, first year software maintenance and support, software implementation services, and training for one year from the date of a certified purchase order from the City Auditor at a cost of $610,933.50.
This purchase includes a one-time purchase of Tableau server enterprise software license ($234,654.75) and 75 desktop licenses ($102,528.75) to be owned by the City, a one-time purchase of implementation services at a cost of $50,400.00, initial solution training for server and desktop at a cost of $133,100.00, and the first year of software license support at a cost of $90,250.00. The term of this agreement shall be for one year from the date of the purchase order. The software license support will be an ongoing annual operating expense. As such, for each year 2 through 5, the annual impact on the operating budget will be $90,250.00.
The Department of Technology has a need to acquire the Tableau software licensing to be used throughout City departments and divisions. Tableau is a data visualization and business intelligence software that provides instantaneous insight by transforming data into visually appealing and interactive visualizations. It helps the user see and understand the data quickly and find patterns that otherwise may be very difficult to detect and understand. Tableau connects to almost every database and its resulting visualizations can be easily shared with others both on and off City’s web pages. The City’s purchase of Tableau Server will empower the City departments to conduct data visualization on their own and on demand.
In seeking the best pricing for the solution, DoT solicited quotes from resellers on the Carahsoft Technology Corporation State Term Schedule, Index Number STS-033, Schedule Number: 534354. Of the three resellers that responded, Halcyon Solutions, Inc. proposed the lowest pricing.
Resellers: Amount:
1. Halcyon Solutions, Inc. $610,933.50
2. Brown Enterprise Solution, LLC $634,494.28
3. Diversatec . $634,521.26
The company is not debarred according to the Federal excluded parties listing or prohibited from being awarded a contract according to the Auditor of State unresolved findings for recovery certified search.
This ordinance also authorizes the Director of Finance and Management, on behalf of the Department of Technology (DoT), to associate all General Budget Reservations resulting from this ordinance with the appropriate pre-existing Universal Term Contract/ Purchase Agreement (UTC/PA) with OnX USA LLC (PA000213 - expires 06/30/2018) to purchase computer hardware (servers and blades) totaling $297,349.62. The new computer equipment is needed both to replace aging hardware and also for planned expansion on critical infrastructure. The total cost of this ordinance is $908,283.12.
EMERGENCY:
Emergency action is requested in order to meet the June 30th deadline date whereby the manufacturer after this date will increase the price of the software licenses to the reseller. Therefore, to ensure that the necessary purchase orders for software licenses, hardware equipment, and services are established in a timely manner to get the pricing quoted and to get the project started immediately, the request is that this ordinance be passed as an emergency measure.
CONTRACT COMPLIANCE NUMBERS:
Vendor 1. Halycon Solutions, Inc. F.I.D.#/:31-1343200 Expiration Date: 10/01/2017
(DAX Vendor Acct.#: 005122)
Vendor 2. OnX USA LLC F.I.D.#/ 27-1445264 Expiration Date: 05/02/2019
(DAX Vendor Acct.#: 002899)
FISCAL IMPACT:
Funds are available within the Department of Technology, Information Services Division, Information Service Bond Fund. Ordinance 1425-2017 authorizes an amendment to the 2017 CIB to allow for transfer of appropriation and cash within DoT’s capital projects. Funding for this expense will come from Project Number: 470047-100011, Project Name: Enterprise System Upgrade - Applications in the amount of $610,933.50, and from Project Number: 470047-100000, Project Name: Enterprise System Upgrades in the amount of $297,349.62, for a total cost of $908,283.12.
Title
To authorize the Director of Finance and Management, on behalf of the Department of Technology, to associate all General Budget Reservations resulting from this ordinance with the appropriate State Term Schedule with Halcyon Solutions, Inc. and with OnX USA LLC, from a pre-existing Universal Term Contract/Purchase Agreement for the purchase of Tableau software licensing, software maintenance and support, professional services, training, and computer equipment; to authorize the expenditure of $908,283.12 from the Department of Technology, Information Services Division, Information Services Bond Fund; and to declare an emergency. ($908,283.12)
Body
WHEREAS, this ordinance authorizes the Director of Finance and Management, on behalf of the Department of Technology (DoT), to associate all General Budget Reservations resulting from this ordinance with the appropriate State Term Schedule (STS033-534354), authorized for the City's use by Ordinance No. 582-87, with Halcyon Solutions, Inc. for the purchase of Tableau software licensing, one year software maintenance and support, software implementation services, and training for one year from the date of a certified purchase order from the City Auditor, at a total cost of $610,933.50; and
WHEREAS, this ordinance authorizes the Director of Finance and Management, on behalf of the Department of Technology (DoT), to associate all General Budget Reservations resulting from this ordinance with the appropriate existing Universal Term Contract/Purchase Agreement (UTC -PA000213) with OnX USA LLC, which expires June 30, 2018, for computer hardware equipment and maintenance and support services at a cost of $297,349.62 , bringing the combined total amount of funds being requested via this ordinance for the purchase of Tableau (software licenses, hardware, and services) and computer equipment (hardware and support) to $908,283.12; 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 Finance and Management to associate all General Budget Reservations resulting from this ordinance with the appropriate State Term Schedule with Halcyon Solutions, Inc. and an existing Universal Term Contract/Purchase Agreement with OnX USA LLC, to provide software licensing, software maintenance and support, professional services, training, and computer equipment 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 Finance and Management, on behalf of the Department of Technology, be and is hereby authorized and directed to associate all General Budget Reservations resulting from this ordinance with the appropriate State Term Schedule, authorized for the City's use by Ordinance No. 582-87, with Halcyon Solutions, Inc. (STS033-534354-51 expires 06/30/2019) totaling $610,933.50 for the purchase of Tableau software licensing, one year of software maintenance and support, software implementation services, and training for one year from the date of a certified purchase order from the City Auditor, and a pre-existing Universal Term Contract/ Purchase Agreement (UTC/PA) with OnX USA LLC (PA000213 - expires 06/30/2018) totaling $297,349.62, to purchase computer hardware and maintenance support services. The total amount of funds being requested via this ordinance is $908,283.12.
SECTION 2: That the expenditure of $903,283.12 or so much thereof as may be necessary, is hereby authorized to be expended from: (See attachment 1426-2017 EXP)
Dept./Div.: 47-02 | Procurement Category: Enterprise and Research and Technology Based Services | Fund: 5105 | Subfund: 000000 | Project Name: Enterprise System Upgrade- Applications | Project Number: P470047-100011 (Carryover) | Object Class: 06 | Main Account: 66530 | Program Code: CW001 | Section 3: 470201 | Section 4: IT03 | Section 5: N/A | Amount: $610,933.50 | Halcyon Solutions, Inc. {software licensing, maintenance & support, professional services, training}
Dept./Div.: 47-02 | Procurement Category: Information Technology Broadcasting Telecommunications | Fund: 5105 | Subfund: 000000 | Project Name: Enterprise System Upgrade | Project Number: P470047-100000 (Carryover) | Object Class: 06 | Main Account: 66530 | Program Code: CW001 | Section 3: 470201 | Section 4: IT05 | Section 5: N/A | Amount: $297,349.62 | OnX USA LLC {computer hardware- servers & blades/maintenance & support}
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 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 6: 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.