Explanation
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 Universal Term Contract (UTC)/Purchase Agreement (PA) for Microsoft Enterprise software licensing.
Microsoft Office is the city’s technology standard for desktop computing software, currently used by approximately 7,500 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.
On October 25th, 2020, the Department of Finance’s Purchasing Office published, RFQ016877 to solicit quotes for a new three-year Microsoft Enterprise Agreement UTC/PA. The five submissions received in response to the solicitation were: Crayon Software Experts; Dell Marketing, LP; Insight Public Sector; SHI International; and Softchoice. A three-person evaluation committee determined that the submission of Dell Marketing, LP was the most responsible, responsive and best offer. As such, the Purchasing Office recommended that the UTC/PA be awarded to Dell Marketing, LP for a term of three years, expiring on December 31, 2023. (See attached Award Recommendation letter).
This ordinance also authorizes the appropriation of $1,983,513.89 from the unappropriated balance of the Special Income Tax fund to cover the cost of the above-described license. Two million dollars has been allocated in the Special Income Tax Fund for this acquisition. The balance of $3,714.20 comes from the Information Services fund and is attributable to the Department of Public Utilities.
Finally, this ordinance authorizes the expenditure of $1,987,228.09 for the above-described purchase, for a term of one year, starting on January 1, 2023 and ending on December 31, 2023. Of this total, $1,805,934.17 is for the annual renewal of the license and $181,293.92 is for the 2022 “true-up.”
FISCAL IMPACT
This ordinance appropriates $1,983,513.89 in Special Income Tax funds to DoT to fund a portion of the annual Microsoft Enterprise Agreement and “true-up” costs. The balance of $3,714.20 is budgeted and available in the Information Services Operating Fund, direct charge allocation, attributable to the Department of Public Utilities.
CONTRACT COMPLIANCE
Dell Marketing LP, CC#74-2616805, expires 8/30/2023
DAX #010030
Title
To appropriate $1,983,513.89 within the Special Income Tax Fund; 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 Universal Term Contract/ Purchase Agreement for Microsoft Enterprise software licensing; to authorize the expenditure of $1,983,513.89 from the Special Income Tax Fund; and to authorize the expenditure of $3,714.20 from the Information Services Operating Fund. ($1,987,228.09)
Body
WHEREAS, on October 25th, 2020, the Department of Finance’s Purchasing Office published RFQ016877 to solicit quotes for a three-year Microsoft Enterprise Agreement UTC/PA on behalf of the Department of Technology; and
WHEREAS, the submission by Dell Marketing, LP was the most responsible, responsive, and best offer; and
WHEREAS, the Department of Finance’s Purchasing Office has established, via ordinance 2797-2020, a UTC/PA with Dell Marketing, LP to enable the Department of Technology for Microsoft enterprise software licenses; and
WHEREAS, moneys are allocated within the city’s Special Income Tax and Information Services Operating Funds for this purpose; and
WHEREAS, it is necessary to appropriate the $1,983,513.89 in the Special Income Tax Fund for use; and
WHEREAS, it is necessary 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 Universal Term Contract (UTC)/Purchase Agreement (PA) for Microsoft Enterprise software licensing at a total cost of $1,987,228.09; and
WHEREAS, it has become necessary in the usual daily operation of the Department of Technology and other departments to authorize the Director of Finance and Management to associate all General Budget Reservations resulting from this ordinance with the appropriate Purchase Agreement for Microsoft Enterprise software licensing; NOW THEREFORE:
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the sum of $1,983,513.89 be and is hereby appropriated from the unappropriated balance of the Special Income Tax Fund, Fund 4430, Subfund 443001, in the Special Income Tax Fund, and from all monies estimated to come into said Fund from any and all sources and unappropriated for any other purpose during the fiscal year ending December 31, 2022. (see 2571-2022EXP)
SECTION 2. That the Finance and Management Director, on behalf of the Department of Technology and various city agencies, be and is hereby authorized to associate all General Budget Reservations resulting from this ordinance with the appropriate, previously established purchase agreement for Microsoft Enterprise software licensing.
SECTION 3. That the total expenditure of $1,987,228.09, or so much thereof as may be necessary, is hereby authorized as provided on the attachment to this ordinance. (see 2571-2022EXP)
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 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 6. That this ordinance shall take effect and be in force from and after the earliest period allowed by law.