TITLE
Recommendation to authorize City Manager to execute all documents necessary to amend contract No. 31808 with BMC Software, Inc., of Houston, TX, for providing workload automation software licenses and technical support services, to increase the contract amount by $55,087, plus a 10 percent contingency of $5,509, for a total amount not to exceed $306,523; and
Increase appropriations in the General Services Fund (IS 385) in the Technology and Innovation Department (TI) by $60,596. (Citywide)
DISCUSSION
City Council approval is requested to authorize the City Manager to execute an amendment to the contract with BMC Software, Inc. (BMC), for providing workload automation software licenses and technical support services. The amendment will allow the City to purchase an additional 300 licenses plus support until the end of the current contract on September 29, 2017.
The Department of Technology and Innovation (TI) manages approximately 400 servers and an enterprise mainframe server. These servers run approximately 300 business information systems including financial management, budget preparation, human resources, payroll, customer information system (CIS), and billing systems. Managing and scheduling the workload across these servers requires a workload automation software solution. The City’s application software would not operate properly without this type of solution as it ensures job processing occurs error-free and on time.
In June 2010, the City issued a Request for Proposals for server workload automation software and technical support services. BMC was the vendor selected to provide the services. In September 2010, the City entered into a one-year agreement with the option to renew for two additional one-year periods. Both renewal options were exercised, and the term was extended to September 30, 2013. City Council renewed this contract on August 13, 2013, in the annual amount of $145,000. City Council extended and increased this contract on December 2, 2014 in the annual amount of $245,927 due to the complexity of the CIS software and the increased number of jobs required for full implementation.
Since the contract renewal was signed in December 2014, the City has increased the usage of this software to support additional CIS systems and the moving of the business license system from the mainframe computers over to Windows/Linux servers, which require additional usage of the automation software.
This matter was reviewed by Deputy City Attorney Amy R. Webber on February 18, 2016 and Budget Management Officer Victoria Bell on February 25, 2016.
TIMING CONSIDERATIONS
City Council action is requested on March 22, 2016, for the additional software licenses and technical support services agreement to begin immediately.
FISCAL IMPACT
Total contract expenditures for FY 16 will not exceed $306,523, including the additional cost of $60,596. Because the additional cost for FY 16 is unbudgeted, an appropriations increase of $60,596 in the General Services Fund (IS 385) in the Technology and Innovation Department (TI) is included in the recommendation. Expenditures for FY 17, which is the final year of the contract term, will remain at the $245,927 amount authorized by the City Council on December 2, 2014. Costs are recovered from client departments and budgeted through the annual Technology and Innovation Department (TI) MOU. There is no local job impact associated with this recommendation.
SUGGESTED ACTION
Approve recommendation.
Respectfully Submitted,
BRYAN M. SASTOKAS
DIRECTOR OF TECHNOLOGY AND INNOVATION
APPROVED:
PATRICK H. WEST
CITY MANAGER