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File #: 2359-2020    Version: 1
Type: Ordinance Status: Passed
File created: 10/12/2020 In control: Technology Committee
On agenda: 11/9/2020 Final action: 11/12/2020
Title: To appropriate $148,004.86 within the Special Income Tax fund; to authorize the Director of Finance and Management, on behalf of the Department of Technology, to establish a contract/purchase order with Dell Marketing L.P., utilizing a State Term Schedule for the Microsoft enterprise software licensing “true up” cost associated with the 2020 agreement; to authorize the expenditure of $148,004.86 or so much thereof as may be necessary from the Special Income Tax Fund. ($148,004.86)
Attachments: 1. OA1252 Cover page, 2. 2359-2020EXP, 3. City of Columbus Year 3 true up quote 9-1-20
Explanation
This ordinance authorizes the Director of Finance and Management to establish a contract/purchase order with Dell Marketing L.P on behalf of the Department of Technology for Microsoft enterprise software licensing. This is being done through the State of Ohio Multiple Award Contract (MAC) 0A1252 which has an expiration date of 6/30/2025 and is authorized for the city's use by Ordinance No. 582-87 for Microsoft enterprise software licensing. Microsoft Office is the city’s technology standard for desktop computing software, currently used by approximately 7500 city employees in their daily business. The city also utilizes Microsoft software to support a number of enterprise applications. This ordinance will enable the city to obtain the latest versions of Microsoft software utilizing a single agreement for the entire city.

The term of the initial proposed three-year agreement, authorized by ordinance 3310-2017 on December 11, 2017, commenced on January 1, 2018 and will on end on December 31, 2020. This ordinance authorizes the “true-up” for final year (2020) of the above-mentioned three-year agreement. The current year “true-up” costs are $148,004.86.

This ordinance also authorizes the appropriation of $148,004.86 within the Special Income Tax fund for this purpose. These funds are budgeted and available for this purpose.
1. Amount of additional funds to be expended
Original Contract #1 (2018): $1,419,640.64
Modification #1 (2018 “true-up”): $ 189,917.09
Original Contract #2 (2019): $1,402,360.64
Modification # 2 (2019 “true-up”): $ 479,454.02
Original Contract #3 (2020): $1,417,753.19
Modification # 3 (2020 “true-up”): $148,004.86
Total 3 years (including true-ups): $5,057,130.44

2. Reason additional goods/services could not be foreseen
This is the third year of a 3-year agreement. Additionally, the modification (2020 true-up) is needed to incorporate additional Microsoft licenses needed to support city departments’ applications.

3. Reaso...

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