Explanation
BACKGROUND:
This ordinance authorizes the Director of Technology to enter into a contract with Harris, Mackessy & Brennan Inc. (HMB) to provide expert Microsoft Exchange Consulting Services for the Department of Technology (DoT). These services will be used to perform a Microsoft Exchange Roadmap and Public Folder migration assessment, for a total of 230 hours at a fixed rate of $150.00 per hour totaling $34,500.00. This ordinance also includes contingency funding in the amount of $10,500.00 (70 contingency hours @ $150.00 per hour) for unforeseen circumstances. This contract includes the option to renew for one (1) additional one (1) year term period, subject to mutual agreement and approval of the proper City authorities. The total cost associated with this ordinance and contract will be $45,000.00. The term of this contract will be for one (1) year from the date of a certified purchase order from the City Auditor’s office.
The City of Columbus, Department of Technology (DoT) is assessing the roadmap of its current Microsoft Exchange environment and the effort involved with the migration of public folders to a newer version of Microsoft Exchange. The Department of Technology solicited requests for statements of qualification (RFSQ012823) for expert Microsoft Exchange consulting services. On July 10, 2019 at 11:00 a.m., statements were received via the procurement portal. There were two (2) respondents. Per the terms in the RFSQ, a committee reviewed both responses and Harris, Mackessy & Brennan Inc. (HMB) was awarded based on the best/least cost response. This contract includes the option to renew for one (1) additional one (1) year term period, subject to mutual agreement and approval of the proper City authorities.
CONTRACT COMPLIANCE
Vendor Name: Harris, Mackessy & Brennan, Inc. (HMB); FID/CC #: 31-1410213; Expiration Date: 04/05/2021
DAX Vendor #: 005291
FISCAL IMPACT:
Funds for this service have been identified and are available within the Department of Technology, Information Services Division’s, Information Services operating fund.
Title
To authorize the Director of the Department of Technology to enter into a contract with Harris, Mackessy & Brennan, Inc. (HMB) to provide expert Microsoft Exchange Consulting Services for the Department of Technology (DoT) and to perform a Microsoft Exchange Roadmap and Public Folder migration assessment; and to authorize the expenditure of $45,000.00, including contingency funds, for this purpose from the Department of Technology, Information Services Division, Information Services Operating Fund. ($45,000.00)
Body
WHEREAS, this ordinance authorizes the Director of Technology (DoT) to enter into a contract with Harris, Mackessy & Brennan, Inc. (HMB) to provide expert Microsoft Exchange Consulting Services for the Department of Technology (DoT). These services will be used to perform a Microsoft Exchange Roadmap and Public Folder migration assessment, for a total of 230 hours at a fixed rate of $150.00 per hour ($34,500.00); and
WHEREAS, the Department of Technology solicited requests for statements of qualification (RFSQ012823) for expert Microsoft Exchange consulting services. On July 10, 2019 at 11:00 a.m., statements were received via the procurement portal. There were two (2) respondents. Per the terms in the RFSQ, a committee reviewed both responses and Harris, Mackessy & Brennan Inc. (HMB) was awarded based on the best/least cost response. This contract includes the option to renew for one (1) additional one (1) year term period, subject to mutual agreement and approval of the proper City authorities; and
WHEREAS, this ordinance authorizes contingency funding in the amount of $10,500.00 (70 contingency hours @ $150.00 per hour) for unforeseen circumstances; and
WHEREAS, the total cost associated with this ordinance and contract will be $45,000.00. The term period of this contract will be for one (1) year from the date of a certified purchase order from the City Auditor’s office; and
WHEREAS, for the reasons stated above, it is necessary to authorize the Director of the Department of Technology to contract with Harris, Mackessy & Brennan, Inc. (HMB) to provide expert Microsoft Exchange Consulting Services for the Department of Technology (DoT). These services will be used to perform a Microsoft Exchange Roadmap and Public Folder migration assessment, for the preservation of the public health, peace, property and safety and welfare, 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 contract with Harris, Mackessy & Brennan Inc. (HMB) to provide expert Microsoft Exchange Consulting Services for the Department of Technology (DoT). These services will be used to perform a Microsoft Exchange Roadmap and Public Folder migration assessment, for a total of 300 hours at a fixed rate of $150.00 per hour, including contingency funding in the amount of $10,500.00 (70 contingency hours @ $150.00 per hour) for unforeseen circumstances. The total cost associated with this ordinance and contract will be $45,000.00. The term of this contract will be for one (1) year from the date of a certified purchase order from the City Auditor’s office. This contract includes the option to renew for one (1) additional one (1) year term period, subject to mutual agreement and approval of the proper City authorities.
SECTION 2. That the expenditure of $45,000.00, or so much thereof as may be necessary, is hereby authorized to be expended from the Department of Technology, Information Services Division, Information Services Operating Fund as follows: (please see attachment 2196-2019 EXP)
Div.: 47-02 | Fund: 5100 | SubFund: 510001| Obj. Class.: 03 | Main Acct.: 63050 | Program: CW001| Section 3: n/a | Section 4: n/a | Section 5: n/a | Amount: $34,500.00|
Div.: 47-02 | Fund: 5100 | SubFund: 510001| Obj. Class.: 03 | Main Acct.: 63050 | Program: CW001| Section 3: n/a | Section 4: n/a | Section 5: n/a | Amount: $10,500.00| Contingency Funds
SECTION 3. That the City Auditor is authorized to make any accounting changes to revise the funding source for all contracts or all contract modifications associated with this ordinance.
SECTION 4. 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 5. That this ordinance shall take effect and be in force from and after the earliest period allowed by law.