Explanation
This ordinance authorizes the Director of the Department of Technology to modify an existing contract with CDW Government, LLC in order to continue to receive expert Cisco Engineering services for various City of Columbus technology projects. The original contract was executed on 12/12/2018, for a one year term with two-one year renewal options. The term of this modification will be from the date of a confirmed purchase order to 12/11/2019. The total cost of this modification is $247,200.00. Of this total, $164,780.00 is from the Information Services Operating Fund, Columbus City Schools Telephone Services subfund and the balance of $82,420.00 is from the Information Services Operating subfund.
The original contract was established via PO149133 with a term of 12/12/2018 to 12/11/2019. The initial contract structure was such that funds were divided among various positions and service offerings, thereby limiting the department's flexibility on accessing the needed services. Thus, it was determined early on that the projects would be better served by redistributing the funds rather than assigning them to a particular position or service. To do so, however, required a modification of the contract, which was done under ordinance #:0250-2019 passed by Council on January 28, 2019 authorizing a change order, to better align the funds/hours with the needs of the department. This ordinance authorizes an additional $247,200.00 modification by increasing the hours available on the contract.
Notable projects that will benefit from the use of expert Cisco services include various “Smart City” initiatives (such as the IPv6 implementation for the CTSS/ CVE project where additional expertise is needed for proper implementation of the new CVE Network); and Public Utilities’ smart metering project (which receives direct technical in-house assistance from the Department of Technology) requiring advanced design expertise on machine network and IoT traffic segmentation.
Another notable project to receive these expert services is the voice-over-internet-protocol (VOIP) partnership between the City of Columbus and Columbus City Schools. This project, in phase 2 of its implementation, involves the hosting and management of an extensive telephone services network and greatly benefits from the expert services provided in the above mentioned contract.
Finally, this ordinance authorizes the appropriation of $291,179.08 from the unappropriated balance of the Information Services Operating Fund, Columbus City Schools Telephone Services subfund to, in part, pay for a portion of this contract modification. These funds were previously appropriated and encumbered but were cancelled and/or lapsed at year end.
1. Amount of additional funds to be expended: $247,200.00
Original contract amount (PO149133/RFQ010773) - $48,960.00
Modification #1 (Ord. No. 0250-2019/ACPO03845/PO167298) - $ 0.00
Modification #2 (Ord. No. 1084-2019) - $247,200.00
Total aggregate amount of contract and modification(s): $296,160.00
2.Reason additional goods/services could not be foreseen
This modification adds hours (and therefore moneys) to the contract to ensure the continuance of expert Cisco Engineering services for various City of Columbus technology projects.
3.Reason other procurement processes are not used
In November of 2018, the Department of Technology solicited bids (via RFQ010773) for the services described in this ordinance. CDW Government, LLC was the only respondent. As their response was found to be responsive, to maintain project continuity, it is in the best interest of the department and the city to modify this contract.
4.How cost of this modification was determined
CDW provided its current hourly rates for the expertise required to the department. The cost of the modification was then calculated by multiplying the hourly rate by the estimated hours required.
CONTRACT COMPLIANCE NUMBERS:
Vendor Name: CDW Government, LLC. F.I.D.#/: 36 - 3310735; Expiration Date: 01/31/2020
(DAX Vendor Acct. #: 007352)
EMERGENCY:
Emergency action is requested to expedite authorization of the contract modification for additional funding to continue with the projects and to appropriate the funds needed for the Columbus City Schools VOIP partnership project at the earliest possible date.
FISCAL IMPACT
To accommodate this expenditure and other forthcoming expenditures for the CCS VOIP project, this ordinance appropriates $291,179.08 from the unappropriated balance of the Information Services Operating Fund, Columbus City Schools Telephone Services subfund for said purpose. Of these funds ($196,059.03) was previously appropriated in 2018/2017 and encumbered but were cancelled and/or lapsed at year end, and the remaining $95,120.05 funds are coming from (PO094399- $78,406.25, PO096028 - $16,013.80, PO094369- $700.00) that are being cancelled so that the funds can be used for other project expenses. Funds for the other part of the modification are available for this purpose in the Information Services Operating budget. The total cost of this modification is $247,200.00. Of this total, $164,780.00 is from the Information Services Operating Fund, Columbus City Schools Telephone Services subfund, and the balance of $82,420.00 is from the Information Services Operating subfund.
Title
To authorize the appropriation of $291,179.08 to the Information Services Operating Fund, Columbus City Schools Telephone Services subfund; to authorize the Director of the Department of Technology to modify an existing contract with CDW Government, LLC to continue to receive expert Cisco Engineering services for various City of Columbus projects; to authorize the expenditure of $164,780.00 from the Information Services Operating Fund, Columbus City Schools Telephone Services subfund and $82,420.00 from the Information Services Operating subfund, and to declare an emergency. ($247,200.00)
Body
WHEREAS, to continue to receive expert Cisco Engineering services for various City of Columbus projects, this ordinance authorizes the Director of Technology to modify an existing contract with CDW Government, LLC; and
WHEREAS, to accomplish this modification, it is necessary to authorize an appropriation totaling $291,179.08 to the Information Services Operating Fund, Columbus City Schools Telephone Services subfund; and
WHEREAS, the total modification is $247,200.00, of which $164,780.00 comes from the Information Services Operating Fund, Columbus City Schools Telephone Services subfund and the balance of $82,420.00 from the Information Services Operating subfund. The term of this modification will be from the date of a confirmed purchase order from the City Auditor to 12/11/2019; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Technology in that it is immediately necessary to authorize the appropriation of $291,179.08 to the Information Services Operating Fund, Columbus City Schools Telephone Services subfund and to authorize the Director of Technology to modify an existing contract with CDW Government, LLC to continue to receive expert Cisco Engineering services for various City of Columbus projects, thereby preserving 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 City Auditor be and is hereby authorized and directed to appropriate $291,179.08 to the Department of Technology, Information Services Division, Information Services Operating Fund, in the Columbus City Schools (CCS) Telephone Services subfund, subfund: 510010, as follows:
Department of Technology, Information Services Division, Department/Division No.: 47-02| Fund: 5100| Program: IT021| | Object Class: 03 | Main Account: 63050 | Amount: $196,059.03
Department of Technology, Information Services Division, Department/Division No.: 47-02| Fund: 5100| Program: IT021| | Object Class: 03 | Main Account: 63952 | Amount: $ 95,120.05
SECTION 2: That the Director of the Department of Technology be and is hereby authorized to modify an existing contract with CDW Government, LLC to continue to receive expert Cisco Engineering services for various City of Columbus projects in the amount of $247,200.00 and that the term of the modified contract will be from the date of a confirmed purchase order from the City Auditor to 12/11/2019.
SECTION 3: That the expenditure of $247,200.00, or as much thereof as may be necessary, be authorized as follows (Please see 1084-2019EXP):
Department/Division No.: 47-02 | Fund: 5100| Subfund: 510010 | Program: IT021 | Object Class: 03 | Main Account: 63050 | Amount: $164,780.00 {CCS project}
Department/Division No.: 47-02 | Fund: 5100| Subfund: 510001 | Program: CW001 | Object Class: 03 | Main Account: 63050 | Amount: $82,420.00 {ISD projects}
SECTION 4: That the City Auditor is authorized to make any changes to revise the funding source for any contract 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 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.