Explanation
To authorize the City Auditor to modify the existing contracts with Microsoft Corporation and Dell Marketing LP and provide funding for the support, hosting (including monthly Azure usage), and maintenance of Dynamics 365; to authorize the expenditure of up to $857,185.84, from the Department of Technology operating fund for a total expenditure of $857,185.84; and to declare an emergency ($857,185.84).
The contract included annual renewal provisions for licensing, hosting, maintenance, and support for the Dynamics 365 system manufactured by Microsoft with services provided through Microsoft Corporation. This renewal is for year five (5) of a five-year agreement.
This legislation authorizes the City Auditor to modify and extend the contract authorized by Ordinance no. 1051-2021 for year 5 of the agreement. The cost for this renewal per the contract terms are estimated as follows:
|
Dynamics 365 Fees |
2023 |
|
Licensing |
713,393.72 |
|
Tier 1/Tier 2 Sandbox Dev/Test |
56,277.00 |
|
Azure Usage |
81,184.28 |
|
Visual Studio development licenses |
2,783.08 |
|
PowerBI Licensing |
442.20 |
|
Power Apps Licensing |
2605.56 |
|
O365 Licensing (Outlook/Email) |
500.00 |
|
TOTAL through 06/15/2024 |
857,185.84 |
Emergency action is requested in order to continue services for the City's financial system, Dynamics 365, without interruption. Delay of this renewal would put financial transactions at risk such as vendor payments, PO confirmations and recording of revenue in a timely manner. In addition, should issues arise with the Point of Sale system, it would be unsupported during the gap period in the contract. The current contract expires on 6/15/2023.
FISCAL IMPACT: Funding is available in the Info Services Operating fund, Dept of Technology Operating subfund.
CONTRACT COMPLIANCE: The vendor number is 010030 and expires 08/30/2023.
Title
To authorize the City Auditor to modify the existing contracts with Microsoft Corporation and Dell Marketing LP and provide funding for the support, hosting (including monthly Azure usage), and maintenance of Dynamics 365; to authorize the expenditure of up to $857,185.84, from the Department of Technology operating fund for a total expenditure of $857,185.84; and to declare an emergency ($857,185.84).
Body
WHEREAS, it is necessary for the City Auditor to modify the contracts with Microsoft Corporation and Dell Marketing LP to continue yearly maintenance, hosting (including monthly Azure usage), and support services for Dynamics 365 for the City of Columbus necessary for 2023 operations; and
WHEREAS, it is necessary to authorize the expenditure of up to $857,185.84; and
WHEREAS, an emergency exists in the usual daily operations of the City Auditor’s Office in that it is immediately necessary to authorize the City Auditor to modify existing contracts and authorize additional maintenance, hosting, and support services related to Dynamics 365 so there is no interruption in service, thereby preserving the public health, peace, safety, and welfare; NOW, THEREFORE,
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the City Auditor is hereby authorized to modify existing contracts with Microsoft Corporation and Dell Marketing LP for yearly licensing, maintenance, hosting (including monthly Azure usage) and support services for Dynamics 365 for the City of Columbus.
SECTION 2. That the sum of $857,185.84 is hereby authorized to be expended from Fund 5100 and subfund 510001 Dept./Div 47-02, Object Class 03, main account 63945, program IT005. (Sheets attached)
SECTION 3. That the sum of $857,185.84 is for licensing, maintenance, support, and hosting (including monthly Azure usage) of Dynamics D365 for 2023.
SECTION 4. That the funds necessary to carry out the purpose of this ordinance are hereby authorized for expenditure and the City Auditor shall establish such accounting codes as necessary.
SECTION 5. That the City Auditor is authorized to make any accounting changes to revise the funding contract or contract associated with the expenditure of the funds.
SECTION 6. That for reasons stated in the preamble hereto, which is hereby made a part hereof, this ordinance is hereby 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.