Explanation
BACKGROUND:
This ordinance will authorize the Director of the Department of Technology (DoT) to enter into a contract with SHI International Corporation to provide extended Micro Focus Cobol licensing (2) for ($46,267.20) and licensing support ($25,938.76), for a combined cost of $72,205.96. The coverage period will be June 1, 2017 through July 31, 2018, and the need is associated with the Income Tax Project 770/771, originally authorized under ordinance number 1693-2016, passed by City Council July 11, 2016 establishing PO019869. Income tax and related data is on a server that is no longer being supported and deemed obsolete, therefor Project 770/771 was started in 2016 and originally estimated to take a full year to complete the transfer of data onto the new server. However, due to the volume and complexity of the project, additional time is needed to complete the work.
This ordinance will also authorize the Director of Technology to enter into a contract with SHI International Corporation for existing Micro Focus Sever COBOL licensing support (6) at a cost of ($41,844.00) and Server Express support ($4,296.00), both required for the City’s Income Tax software system, for a combined cost of $46,140.00, with a coverage term period from August 1, 2017 through July 31, 2018. The total cost of this ordinance is $118,345.96.
These services are being procured in accordance with section 329.06 of Columbus City Code, pursuant to solicitation RFQ005619 opened June 1, 2017. SHI was the sole bidder and provided a proposal deemed the lowest, most responsive, responsible, and best bidder. In accordance with the bid specifications, the City and SHI can renew the contract for four additional one year terms, subject to mutual agreement and approval of proper City authorities.
As a reseller of Micro focus COBOL software, SHI is required to include the Micro Focus Maintenance Agreement pertaining to licensing and support standard terms and conditions in their proposed agreement with the City.
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 and to continue with completing the 770/771 project.
FISCAL IMPACT:
In 2015, the Department of Technology expended $38,879 with SHI for annual software licensing support services, and $42,768 in 2016 for the same purpose. Also in 2016, $43,436.00 was expended for the new licensing and support associated with the 770/771 project via ord# 1693-2016. The total cost of this ordinance is $118,345.96 for COBOL licensing and support to be provided by SHI International Corporation. Funds for this expense have been identified within the Department of Technology, Information Services Division, Information Services Operating Fund. The aggregate contract total amount for software licenses, maintenance, and support services provided under this ordinance by SHI International is $118,345.96.
CONTRACT COMPLIANCE NUMBER:
Vendor: SHI International Corporation: CC#: 22-3009648: Expiration Date: 08/03/2018 (DAX Vendor Acct.: 001671)
Title
To authorize the Director of the Department of Technology to enter into a contract with SHI International Corporation to provide Micro Focus Cobol licensing, and software maintenance and support services; to authorize the expenditure of $118,345.96 from the Department of Technology, Information Services Division, Information Services Operating Fund; and to declare an emergency. ($118,345.96)
Body
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, these services are being procured in accordance with section 329.06 of Columbus City Code, pursuant to solicitation RFQ005619 opened June 1, 2017 with SHI being the sole bidder and deemed the lowest, most responsive, responsible, and best bidder. In accordance with the bid specifications, the City and SHI can renew the contract for four additional one year terms, subject to mutual agreement and approval of proper City authorities.
WHEREAS, this ordinance will authorize the Director of the Department of Technology to enter into a contract with SHI International Corporation to provide extended Micro Focus Cobol licensing (2) for ($46,267.20) and licensing support ($25,938.76) for a combined cost of $72,205.96 for the coverage period of June 1, 2017 through July 31, 2018 to complete the Income Tax Project 770/771; and
WHEREAS, this ordinance will also authorize the Director of the Department of Technology to enter into a contract with SHI International Corporation for the existing Micro Focus Sever COBOL licensing support (6) at a cost of ($41,844.00) and Server Express support ($4,296.00), both required for the City’s Income Tax software system, for a combined cost of $46,140.00, with a coverage term period from August 1, 2017 through July 31, 2018. The total cost of this ordinance is $118,345.96; 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 licensing and 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 is hereby authorized to enter into a contract with SHI International Corporation to provide Micro Focus Cobol licensing and support for a combined cost of $72,205.96 for the coverage period of June 1, 2017 through July 31, 2018, and for Micro Focus Sever COBOL licensing support and Server Express support for a combined cost of $46,140.00 for the coverage period from August 1, 2017 through July 31, 2018. The total cost of this ordinance is $118,345.96.
SECTION 2. That the expenditure of $118,345.96 or so much thereof as may be necessary is hereby authorized to be expended from (see attachment 1621-2017 EXP):
Dept.: 47 | Div.: 47-02 | Obj Class: 03 | Main Account: 63945 | Fund: 5100 | Sub-fund: 510001 | Program Code:IT005 | Section 3:470201 | Section 4:IT03 | Section 5: N/A | Amount: $46,267.20 | {Licensing}
Dept.: 47 | Div.: 47-02 | Obj Class: 03 | Main Account: 63946 | Fund: 5100 | Sub-fund: 510001 | Program Code:IT005 | Section 3:470201 | Section 4:IT03 | Section 5: N/A | Amount: $72,078.76 | {Licensing 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 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.