Explanation
BACKGROUND:
This ordinance authorizes the Director of the Department of Finance and Management, on behalf of the Department of Technology, to establish one purchase order for the acquisition of equipment associated with the Metronet Redundant Data Center project. This purchase order will be created utilizing the terms and conditions from one (1) pre-existing Universal Term Contract (UTC), established through the competitive bid process by the Purchasing Office, with the following vendor:
Pomeroy IT Solutions, Network Hardware/Maintenance $210,570.32 (FL004506, BPCMP30A- Expiration Date: 3/30/2013)
Pomeroy IT Solutions will be supplying hardware/equipment maintenance via Cisco UTC contract with the City of Columbus.
The quote received from Pomeroy IT Solution details the equipment to be purchase with a selling price totaling $233,137.22 less a "Trade- In" allowance totaling $22,566.90 on two items that were purchased under UL005969 (authorized under ordinance #1572-2008 passed November 3,2008) for a net acquisition cost of $210,570.32.
The Department of Technology's Metronet Services provides data connectivity that supports various business functions and allows all city agencies and departments to communicate. Currently, the Department of Technology has a need to purchase hardware connecting the Metronet's two data centers for disaster recovery capabilities. This purchase is associated with the installation of high speed switching components which will allow both data centers to provision services from either facility in the event of one data center becoming unavailable due to natural or other causes, while also providing the ability to house redundant data services Citywide.
This effort is necessary to effectively mitigate the risk of service interruption to the City's Metronet network which will lessen any risks associated with recovery of sudden and or unexpected loss of data, records, and other technology and communications essential for daily operations. In addition, this implementation will minimize disruptions of critical functions and enhance the capability to recover operations expediently and successfully. Also, this Legislation will allow for the set-up of the hardware, software, materials and supplies that are needed for the City to start moving systems to the second data center.
"The primary objective of disaster recovery planning is to protect the organization in the event that all or part of its operations and/or computer services are rendered unusable. Preparedness is the key. The planning process should minimize the disruption of operations and ensure some level of organizational stability and an orderly recovery after a disaster. Disasters put at risk to our vital data, servers, workstations, and networking equipment. They also jeopardize the recovery of your critical business applications and business operations.
Other objectives of disaster recovery planning include:
• Providing a sense of security
• Minimizing risk of delays
• Guaranteeing the reliability of standby systems
• Providing a standard for testing the plan.
• Minimizing decision-making during a disaster
This legislation also requests approval to waive section 329.30 of the Columbus City Code " sale of city-owned personal property " regarding the two " Trade-In " items (network switches) Pomeroy IT Solutions offered a $22,566.00 allowance for the return. The goods being purchased as a result of this legislation are not part of the waiver, only the two items being returned which were previously purchased under UL005969 authorized under ordinance 1572-2008, passed November 3, 2008. It was not in the best interest of the City to offer up the equipment to other city agencies nor solicit bids for the sale of the equipment. Pomeroy IT Solutions ( Cisco) offered a " Trade-In " allowance credit almost at the same price as the original purchase price ($23,733.24).
EMERGENCY:
Emergency action is requested to ensure that the needed services are not delayed; thus reducing the risk of potential outage and or interruption in services associated with the necessary services requested.
FISCAL IMPACT:
Approval of this ordinance will allow for the net expenditure of $210,570.32 for the Metronet Redundant Data Center project, utilizing Pomeroy IT Solutions . The original purchase cost of $233,137.22 will be reduced by a $22,566.90 Trade-In allowance for the return of two items previously purchased under UL005969. Funding for this project in the amount of $210,570.32 is available within the Department of Technology, Information Services Division's Capital Improvement Fund. The cost associated with this ordinance $210,570.32.
CONTRACT COMPLIANCE NUMBERS:
Vendor: Pomeroy IT Solutions C.C.#/F.I.D#: 61-1352158 Expiration Date: 3/30/2013
Title
To authorize the Director of the Department of Finance and Management, on behalf of the Department of Technology to establish purchase orders with Pomeroy IT Solutions for the acquisition of equipment associated with the Metronet's redundant data center project; to waive section 329.30 of the Columbus City Code " sale of city-owned personal property to allow for the trade-in allowance offered; to authorize the expenditure of $210,570.32 from the Information Services Bond Fund; and to declare an emergency. ($210,570.32)
Body
WHEREAS, the Department of Technology's Metronet Services provides data connectivity that allows all city agencies and departments to communicate and support other business functions; and
WHEREAS, currently, the Department of Technology has a need to purchase switching components connected to the Metronet's redundant data center, and
WHEREAS, these services needed through the approval of this ordinance, consist of hardware purchases associated with the dual data centers. This purchase is needed for disaster recovery failover capabilities between the two data centers; and
WHEREAS, it is necessary for the Director of the Department of Finance and Management, on behalf of the Department of Technology, to establish a purchase order with Pomeroy IT Solutions for hardware , in connection with the Metronet Redundant Data Center project, from a pre-existing Universal Term Contracts (UTC), established through the competitive bid process by the Purchasing Office; and
WHEREAS, the original total cost of this purchase: $233,137.22 will be reduced by a $22,566.90 'Trade-In" allowance for the return of two items previously purchased under UL005969 authorized under ordinance 1572-2008, passed November 3, 2008 for a net total purchase cost of $210,570.32 and;
WHEREAS, this legislation requests approval to waive section 329.30 of the Columbus City Code " sale of city-owned personal property " regarding the return of two items for a " Trade-In " allowance. The goods being purchased as a result of this legislation are not part of the waiver, only the two items being returned which were previously purchased under UL005969 authorized under ordinance 1572-2008, passed November 3, 2008. It was not in the best interest of the City to offer up the equipment (network switches) to other City Agencies nor solicit bids for the sale of the equipment. Pomeroy IT Solutions (Cisco) offered the " Trade-In " allowance credit almost at the same price as the original purchase price and;
WHEREAS, an emergency exists in the usual daily operation of the Department of Technology, in that it is immediately necessary for the Director of the Finance and Management Department to establish a purchase order with Pomeroy IT Solutions for hardware in connection with the Metronet Redundant Data Center project, to ensure that this project is not delayed, thereby not endangering citywide business continuity, 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 Finance and Management, on behalf of the Department of Technology, is hereby authorized to establish a purchase order with the following vendor for hardware, in connection with the Metronet Redundant Data Center project from one (1) pre-existing Universal Term Contract (UTC), established through the competitive bid process by the Purchasing Office; Pomeroy IT Solutions - $210,570.32. The original total cost of this purchase: $233,137.22 will be reduced by a $22,566.90 'Trade-In" allowance for the return of two items previously purchased under UL005969 authorized under ordinance 1572-2008, passed November 3, 2008.
SECTION 2: That the expenditure of $210,570.32 or so much thereof as may be necessary is hereby authorized to be expended from:
Dept./Div.:47-02| Fund: 514| Subfund: 02; OCA Code: 470037| Project Number: 470037- 100000 | Project Name: Disaster Recovery Phase II Project | Obj. Level 6: 6644| Amount $95,535.09|{Carryover funds}
Dept./Div.:47-02| Fund: 514| Subfund: 02; OCA Code: 470037| Project Number: 470037- 100000 | Project Name: Disaster Recovery Phase II Project | Obj. Level 6: 6644| Amount $115,035.23|{2012 Bond funds}
SECTION 3: 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 4: That with the passage of this ordinance section 329.30 of the Columbus City Code " sale of city-owned personal property " is hereby waived and that City Council finds it to be in the best interest of the City of Columbus as it relates to the return of the two equipment items and accepts a trade-in allowance credit from the vendor. Pomeroy IT Solutions (Cisco) offered the trade-in allowance credit almost at the same price as the original purchase price.
SECTION 5: 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.