Explanation
BACKGROUND
The Department of Technology's Metronet Section provides data connectivity through its fiber network. This network supports various business functions and allows city agencies and departments to communicate. The strength and security of the entire network depends upon the strength and security of all of its sections. As such, periodic upgrades, improvements and/or expansions to the network are needed. This ordinance authorizes expending a total of $262,392.50 to upgrade and expand parts of the Public Safety network, referred to in total as the Police Network Equipment Upgrade project.
First, there is a need to expand the fiber network infrastructure for the Department of Public Safety to enhance overall efficiency and increase security. The Department of Technology (DoT) exercised due diligence by completing the competitive bid process for the Public Safety fiber construction project in compliance with Columbus City Code Chapter 329. During bid solicitation phase, (i.e., prior to bid submission) DoT employees held pre-bid “walk-throughs” providing potential bidders an opportunity to examine the fiber routes. RFQ006537 was published in the City Bulletin on August 24,2017. On Friday Sept 1st at 1:00 p.m., the Department of Technology received two (2) formal bids (#DOT IT014-081817) via Bid Express, with amounts as follows:
Bid Number
DOT IT014-081817
Project
Impound Lot and Warehouse Fiber Build 2017
Bidders
Gudenkauf Corp - $142,895.50
Harris and Heavener Excavating, Inc. - $115,632.71
Harris and Heavener Excavating, Inc., being overall lowest, responsive and responsible bidder and not being debarred according to the Federal excluded parties listing or prohibited from being awarded a contract according to the Auditor of State unresolved findings for recovery certified search, is recommended for award of this contract. The term of the contract will be for one year from the date of a certified purchase order from the City Auditor's office.
Second, the Division of Fire has a need for wireless access in all of the Fire Station bays in support of their “Knox Box” project. The division is installing mounted enclosures on all vehicles that carry medications administered by paramedics. These enclosures will allow for remote access via a PC application, which will also have “permission” and “audit” functions. However, for this to work, a wireless network must be installed.
Third, the Fire Division has a need for wireless device services at the perimeter of their training facility. DoT will purchase and install the devices.
Finally, the security firewalls at Police Headquarters are noted to be at “end of life” and need to be replaced with the current standard “Fire Power” firewalls from Cisco. DoT will purchase, on their behalf, two firewalls with installation from two existing UTC/PA contracts with Network Dynamics; one for hardware and maintenance and the other for Cisco engineering services.
To achieve all of the above, this ordinance authorizes the following:
• Authorizes the Director of the Department of Technology to enter into a construction contract with Harris and Heavener Excavating, Inc., in the amount of $115,632.71 for expansion and upgrade of the Department of Public Safety network infrastructure.
• Authorizes the Director of the Department of Finance and Management, on behalf of the Department of Technology, to establish three (3) purchase orders for acquisition of hardware, software and services. These purchase orders will be established using terms and conditions from the following pre-existing UTC/PA contracts:
o Network Dynamics, Inc. (PA000220, expires 6/30/18) - for network hardware maintenance, $84,692.62
o Network Dynamics, Inc. (PA001583, expires 9/30/18) - for engineering services, $6,000.00
o Strategic Communications LLC (PA001325, expires 6/30/19) - for voice, video and data cabling services, $56,067.17
FISCAL IMPACT
Funding for this project totals $262,392.50. Sufficient budget authority and cash is available in the Project Name: Police Network Equipment Upgrade|Project Number: P470046-100005| Information Services Capital Improvement Fund.
CONTRACT COMPLIANCE NUMBERS
Harris and Heavener: Contract Compliance No. 311466823, expires 6/30/18, DAX vendor #017728
Network Dynamics Inc.: Contract Compliance No. 363941419, expires 11/22/18, DAX vendor #007308
Strategic Communications LLC: Contract Compliance No. 611271313, expires 2/23/19, DAX vendor #009704
EMERGENCY DESIGNATION
Emergency action is requested to expedite authorization of this action
Title
To authorize the Director of the Department of Technology to enter into contract with Harris and Heavener Excavating, Inc. to upgrade and expand parts of the Public Safety network infrastructure; to authorize the Director of the Department of Finance and Management, on behalf of the Department of Technology, to establish purchase orders with Network Dynamics, Inc. and Strategic Communications, LLC for the acquisition of hardware, software and services using terms and conditions from existing UTC/PA contracts, for the purpose of upgrading and expanding parts of the Public Safety network infrastructure; to authorize the expenditure of $262,392.50 for the above described purposes from the Information Services Division, Information Services Capital Improvement fund; and to declare an emergency. ($262,392.50)
Body
WHEREAS, the Department of Technology's Metronet Section provides data connectivity through its fiber network and supports various business functions thereby allowing city agencies and departments to communicate; and
WHEREAS, the strength and security of the entire network depends upon the strength and security of all of its sections, requiring periodic upgrades, improvements and/or expansions to the network; and
WHEREAS, this ordinance authorizes the Director of the Department of Technology to enter into contract with Harris and Heavener Excavating, Inc. and for the Director of the Department of Finance and Management, on behalf of the Department of Technology, to establish purchase orders with Network Dynamics, Inc. and Strategic Communications, LLC, for the acquisition of hardware, software and services expending a total of $262,392.50 to upgrade and expand parts of the Public Safety network, referred to in total as the Police Network Equipment Upgrade project; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Technology in that it is immediately necessary to authorize the Director of the Department of Technology to enter into contract with Harris and Heavener Excavating, Inc. and to authorize the Director of the Department of Finance and Management to establish purchase orders with Network Dynamics, Inc. and Strategic Communications, LLC, for the upgrade and expansion of the Public Safety network infrastructure, all for the immediate preservation of the public health, peace, property, safety and welfare; now, therefore:
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1: That the Director of the Department of Technology is hereby authorized to enter into a contract with Harris and Heavener Excavating, Inc. in the amount of $115,632.71 to expand the fiber network infrastructure for the Department of Public Safety and that the term of the contract will be for one year from the date of a certified purchase order from the City Auditor's office.
SECTION 2: That the Director of the Department of Finance and Management, on behalf of the Department of Technology, is hereby authorized to establish purchase orders using terms and conditions from pre-existing UTC/PA contracts, for the acquisition of hardware, software and services needed to expand and upgrade the Public Safety network infrastructure as follows:
• Network Dynamics, Inc. (PA000220, expires 6/30/18) - for network hardware maintenance, $84,692.62
• Network Dynamics, Inc. (PA001583, expires 9/30/18) - for engineering services, $6,000.00
• Strategic Communications LLC (PA001325, expires 6/30/19) - for voice, video and data cabling services, $56,067.17
SECTION 3: That the expenditure of $262,392.50, or so much thereof as may be necessary is hereby authorized to be expended from: (See attachment 3132-2017 EXP)
Dept./Div.: 47-02 | Fund: 5105 | Project Number: P470046- 100005 | Project Name: Police Network Equipment Upgrade | Obj. Level 6: | Main Account: 66410 | Program: CW001 | Section 3: 470201 | Section 4: IT01 | Amount $84,692.62 (carryover) | Planning Area: 99 | Procurement category: Information Technology Broadcasting and Telecommunications| {Network Dynamics, Inc. - network hardware and maintenance}
Dept./Div.: 47-02 | Fund: 5105 | Project Number: P470046- 100005 | Project Name: Police Network Equipment Upgrade | Obj. Level 6: | Main Account: 66410 | Program: CW001 | Section 3: 470201 | Section 4: IT01 | Amount $177,699.88 (carryover) | Planning Area: 99 | Procurement category: Engineering and Research and Technology Based Services {Harris and Heavener Excavating, Inc.- $115,632.71}| {Network Dynamics, Inc. - $6,000.00 } | {Strategic Communications LLC - $56,067.17}
SECTION 4. That the monies in the foregoing Sections shall be paid upon order of the Director of the Department of Technology and that no order shall be drawn or money paid except by voucher, the form of which shall be approved by the City Auditor.
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 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 7. That the City Auditor is hereby authorized to transfer the unencumbered balance in a project account to the unallocated balance account within the same fund upon receipt of certification by the Director of the Department administering said project that the project has been completed and the monies are no longer required for said project.
SECTION 8: That for the 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.