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HomeMy WebLinkAboutOrdinance 19084-03-2010Ordinance No 19084-03-2010 AN ORDINANCE INCREASING THE ESTIMATED RECEIPTS AND APPROPRIATIONS IN THE INFORMATION SYSTEMS FUND IN THE AMOUNT OF $800 000 00 AND DECREASING UNAUDITED UNRESERVED UNDESIGNATED FUND BALANCE BY THE SAME AMOUNT FOR THE PURPOSE OF TRANSFERRING SAID FUNDS TO THE INFORMATION SYSTEMS CAPITAL PROJECTS FUND FOR EQUIPMENT REPLACEMENT PROVIDING FOR A SEVERABILITY CLAUSE, MAKING THIS ORDINANCE CUMULATIVE OF PRIOR ORDINANCES AND REPEALING ALL PRIOR ORDINANCES IN CONFLICT HEREWITH, AND PROVIDING AN EFFECTIVE DATE. BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF FORT WORTH, TEXAS SECTION 1 That in addition to those amounts allocated to the various City departments for Fiscal Year 2009-2010 in the Budget of the City Manager there shall also be increased estimated receipts and appropriations in the Information Systems Fund in the amount of $800 000 00 and decreasing unaudited, unreserved undesignated fund balance by the same amount for the purpose of transferring said funds to the Information Systems Capital Projects Fund for equipment replacement. SECTION 2 That should any portion, section or part of a section of this ordinance be declared invalid inoperative or void for any reason by a court of competent jurisdiction such decision, opinion or judgment shall in no way impair the remaining portions, sections, or parts of sections of this ordinance, which said remaining provisions shall be and remain in full force and effect. SECTION 3 That this ordinance shall be cumulative of Ordinance No 18809 and all other ordinances and appropriations amending the same except in those instances where the provisions of this ordinance are in direct conflict with such other ordinances and appropriations, in which instance said conflicting provisions of said prior ordinances and appropriations are hereby expressly repealed SECTION 4 This ordinance shall take effect upon adoption TO FORM AND LEGALITY City ADOPTED AND EFFECTIVE. March 23, 2010 City of Fort Worth, Texas Mayor and Council Communication C©UNCIL ACTION: Approved on 3/23/2010 -Ordinance No. 19084-03-2010 and 19085-03- .DATE Tuesday March 23 2010 2010 ;: .~ .w _ _ .... a REFERENCE NO P 11102 LOG NAME 13P10-0344DELLHARDWAREAG SUBJECT Authorize a Purchase Agreement with Dell Marketing L.P for New and Replacement Hardware Technology Services and Maintenance and Support Services for an Amount Up to $1,200 000 00 and Adopt Appropriation Ordinances RECOMMENDATION It is recommended that the City Council 1 Authorize a Purchase Agreement with Dell Marketing L.P for hardware technology services and maintenance and support services utilizing State of Texas Department of Information Resources Contract No DIR-SDD-890 for an amount of $800 000 00 for equipment replacement and an additional $400 000 00 for new equipment purchase for a total of $1 200 000 00• 2. Adopt the attached supplemental appropriation ordinance increasing appropriations in the Information Systems Fund by $800 000 00 and decreasing unaudited unreserved undesignated fund balance by the same amount; 3 Authorize the transfer of $800 000 00 from the Information Systems Fund to the Information System Capital Projects Fund for equipment replacement; and 4 Adopt the attached appropriation ordinance increasing estimated receipts and appropriations in the Information System Capital Projects Fund by $800 000 00 from available funds DISCUSSION The Information Technology (IT) Solutions Department will use this Purchase Agreement to purchase new and replacement hardware Microsoft Office licenses technology services and maintenance and support services Due to budget shortfalls in Fiscal Year 2009 the replacement of computing equipment has been delayed IT Solutions is working with each City department to replace only the most critically needed computers and servers in order to reduce the risk of disruption and lack of productivity due to equipment failure The Planning and Development Department has several machines that are in great need of replacement due to reliability and performance problems Machines to be replaced are two departmental servers which have already had expensive warranty extensions and computers at the remote inspector offices which have suffered from increased hardware failure The Code Compliance Department, like other departments relies heavily on technology to maintain service levels as staffing is reduced Mailing and mowing services are automated with private contractors and mobile notices can be printed saving valuable staff time Logname 13P10-0344DELLHARDWAREAG Page 1 of 3 The Consumer Health Division needs computers which have the capacity to run all of their required programs including SWEEPS Multi-Ops and CodeOps Also the Financial Management Services Department needs several computers replaced due to frequent performance issues resulting in high maintenance volume The Environmental Management Department will be replacing a number of computers as a result of increasing costs to maintain aging computers along with slower processing and potential active memory failures which impact productivity All computers scheduled for replacement are used on a daily basis in a variety of assignments including the City call center solid waste contract compliance department administration drop-off stations and other environmental functions The Human Resources Department has several computers being replaced due to performance and maintenance issues and others needed for PeopleSoft application usage Municipal Court needs to replace a number of its computers due to them being intensively used over multiple shifts and to address performance issues and eliminate maintenance problems. The majority of Municipal Court's work is now electronic and computer systems are needed to run additional software packages Due to computing equipment performance issues and needs staff now recommends moving forward with equipment replacement of 458 devices at an estimated cost of $800 000 00 The funds for these replacements will be transferred from IT Solutions undesignated fund balance to the Information System Capital Projects Fund to be used for replacing these computers. In addition the Agreement will be used to purchase extended maintenance for other servers the City has chosen to keep in service beyond the manufacturer's three year warranty Remaining funds are also needed by City departments to purchase new equipment for expanding staff as in the case of the Police Department, Fire Department, Financial Management Services Department, Enterprise Resource Planning (ERP) or where departments have grant funds to expend Currently the Parks and Community Services Department (PACs) has plans to install 16 new computers for a jobs training program another 24 computers for Community Centers for field employees ERP related usage and 17 computers to be funded by a grant for a total of $122 000 00 for PACs The Holly Water Call Center has 10 computers that need replacing due to recent water damage for a cost of approximately $20 000 00 PRICE ANALYSIS -The Department of Information Resources contract offers fixed discounts ranging from two to 13 percent off of Dell's current retail price list. There is an additional minimum discount for equipment purchased through the State of Texas online store The State of Texas Department of Information Resources is authorized to offer the cooperative purchasing program to state agencies public institutions of higher learning public school districts and local governments. Pursuant to State law a local government that purchases goods and services under the Interlocal Cooperation Act satisfies otherwise applicable competitive bidding requirements M/WBE - A waiver of the goal for M/WBE subcontracting requirements was requested by the Purchasing Division and approved by the M/WBE Office because the purchase of goods and services is from sources where subcontracting or supplier opportunities are negligible AGREEMENT TERM -Upon City Council's approval this Agreement will begin on March 16 2010 and end on January 13 2011 which is consistent with the terms of the DIR contract. RENEWAL OPTIONS -This Agreement may be renewed for up to three additional one year terms at the City's option per the conditions established in the contract between DIR and the individual vendor This action does not require specific City Council approval provided that the City Council has appropriated sufficient funds to satisfy the City's obligation during the renewal term Logname: 13P10-0344DELLHARDWAREAG Page 2 of 3 ADMINISTRATIVE INCREASE Per State law and the City Code an administrative increase or amendment for this Agreement may be made by the City Manager or his designee for a total amount not to exceed $50 000 00 Such an increase or amendment would not require specific City Council approval so long as sufficient funds have been appropriated FISCAL INFORMATION /CERTIFICATION The Financial Management Services Director certifies that upon approval of the above recommendation and adoption of the attached appropriation ordinances funds will be available in the current operating and capital budget, as appropriated of the participating departments and the Information System Capital Projects Fund BQN\10-0344WMG FUND CENTERS TO Fund/Account/Centers 2) P168 538040 0041000 3&4)C196 476068 004196004010 4)C196 522500 004196004010 CERTIFICATIONS FROM Fund/Account/Centers $800,000.00 3) P168 538040 0041000 $800,000.00 $800,000.00 Submitted for City Manager's Office bv: Karen Montgomery (6222) Originating Department Head. Lena Ellis (8517) Angela Gonzales (7648) Additional Information Contact: Jack Dale (8357) $800,000.00 Logname 13P10-0344DELLHARDWAREAG Page 3 of 3