Explanation
BACKGROUND:
This ordinance will authorize the Director of Technology to renew a contract with SHI International Corporation (SHI) for existing Micro Focus Server COBOL software licensing support at a cost of ($55,688.28) and Server Express support ($5,716.68), both required for the City’s Income Tax software system, for a combined cost of $61,404.96, with a coverage term period from August 1, 2020 through July 31, 2021. The agreement was most recently renewed under the authority of Ordinance 1443-2019 passed July 1, 2019, establishing PO184071. The total cost of this ordinance is $61,404.96.
The original contract was established via (RFQ005619 opened June 1, 2017) authorized under ordinance number ordinance 1621-2017, passed by City Council July 10, 2017, establishing PO071544. 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 by proper City authorities. This is the third of the four year renewal options (year four of five years). After this renewal is executed, the contract agreement can be extended/renewed annually for one (1) more additional one (1) year term 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.
FISCAL IMPACT:
In 2018 and 2019, the Department of Technology legislated $50,747.88 and $55,822.72 respectively, for Micro Focus COBOL and Server Express licensing and software support provided by SHI International Corporation. The total cost of this ordinance (2020) is $61,404.96 for software licensing support services. Funds for this expense are budgeted for within the Department of Technology, Information Services Division, Information Services Operating Fund. The aggregate contract total amount with SHI including this ordinance for software licenses and support services provided will be $286,321.52.
CONTRACT COMPLIANCE NUMBER:
Vendor Name: SHI International Corporation: CC#: 22-3009648: Expiration Date: 10/02/2020
(DAX Vendor Acct.: 001671)
Title
To authorize the Director of the Department of Technology to renew a contract with SHI International Corporation to provide Micro Focus Cobol and Server Express software licensing support services; to authorize the expenditure of $61,404.96 from the Department of Technology, Information Services Division, Information Services Operating Fund. ($61,404.96)
Body
WHEREAS, the City requires Micro Focus COBOL and Server Express software licensing support services for the City’s Income Tax software system; and
WHEREAS, these services were procured in accordance with Chapter 329 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; this is the third of the four year options; and
WHEREAS, this ordinance will authorize the Director of the Department of Technology to renew a contract with SHI International Corporation for the existing Micro Focus Server COBOL software licensing support at a cost of ($55,688.28) and Server Express support ($5,716.68), both required for the City’s Income Tax software system, for a combined cost of $61,404.96, with a coverage term period from August 1, 2020 through July 31, 2021; and
WHEREAS, after this renewal is executed, the contract agreement can be extended/renewed annually for one (1) more additional one (1) year terms subject to mutual agreement and approval of proper City authorities; and
WHEREAS, it is necessary to authorize the Director of the Department of Technology to renew a contract with SHI International Corporation to provide Micro Focus Server Cobol software licensing support services for the City’s Income Tax software system, thereby preserving 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 renew a contract with SHI International Corporation to provide Micro Focus Cobol and Server Express software licensing support services at a cost of $61,404.96, for the coverage period of August 1, 2020 through July 31, 2021. After this renewal is executed, the contract can be extended/renewed annually for one (1) more additional one (1) year term subject to mutual agreement and approval of proper City authorities
SECTION 2. That the expenditure of $61,404.96 or so much thereof as may be necessary is hereby authorized to be expended from (see attachment 0928-2020 EXP):
Dept.: 47 | Div.: 47-02 | Obj. Class: 03 | Main Account: 63946 | Fund: 5100 | Sub-fund: 510001 | Program Code: IT005 | Section 3: N/A| Section 4: N/A| Section 5: N/A | Amount: $61,404.96 | {software licensing support}
SECTION 3. 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 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.