Explanation
BACKGROUND: This legislation authorizes the Finance and Management Director to establish a Universal Term Contract (UTC) for the option to purchase Upgrade Boundary Network and VoIP Communication with CDW Government, LLC. The Department of Technology is the sole user for services and materials to upgrade the City’s network and phone communications. Data, voice, multimedia, network equipment, platform accessories, and services are used to make necessary network improvements. The term of the proposed option contract would be approximately three (3) years, expiring January 31, 2025, with the option to renew for one (1) additional year. In addition, the expenditure of $1.00 is hereby authorized from General Budget Reservation BRPO001670.
A formal best value proposal (BVP) was solicited for the purchase of network and VoIP communications equipment and services.
Proposals were evaluated by a three (3) member committee, based upon various criteria including specification conformity and completeness of response, total cost of ownership, past performance, total cost of ownership and past performance resulting in an award recommendation to CDW Government, LLC.
BID INFORMATION: Request for Quotation RFQ020154 was advertised and proposals were opened November 18, 2021. Two (2) responses were received.
An evaluation committee consisting of three (3) representatives from the Department of Technology. Each member of the committee scored and ranked the proposals. All offers and cost proposals were evaluated in compliance with Columbus City Code 329, the committee submitted final rankings.
CDW Government, LLC received the highest score, 90.83 out of 100 points. The selected Offeror provides the expertise and cost control to effectively upgrade the City’s communication network.
The request for purchase of the Upgrade Boundary Network and VoIP Communication used the best value competitive sealed proposal process to award the supplier that provided the relevant criteria specifically listed in the BVP and the lowest cost.
In accordance with the Committee recommendations, the Purchasing Office recommends the award to:
CDW Government, LLC, CC# 007352, expires 2/12/2022, All items and catalogue, $1.00
Total Estimated Annual Expenditure: $7,000,000, Department of Technology, the sole user.
Emergency Designation: The Finance and Management Department respectfully requests this legislation to be considered an emergency ordinance because the aging network and voice equipment requires installation of new equipment to sustain the City’s communication needs.
The company is not debarred according to the Excluded Party Listing System of the Federal Government or prohibited from being awarded a contract according to the Auditor of State Unresolved Findings for Recovery Certified Search.
FISCAL IMPACT: The expenditure of $1.00 is hereby authorized from General Budget Reservation BRPO001670. Department of Technology will be required to obtain approval to expend from their own appropriations for their estimated annual expenditures.
Title
To authorize the Finance and Management Director to enter into a contract for the option to purchase Upgrade Boundary Network and VoIP Communication with CDW Government, LLC; to authorize the expenditure of $1.00 from General Budget Reservation BRPO001670; and to declare an emergency. ($1.00).
Body
WHEREAS, the Department of Technology has an ongoing need to purchase network equipment, platform accessories, and services used to upgrade network and voice communication equipment; and,
WHEREAS, a formal request for proposal (BVP) for a multi-year Universal Term Contract (UTC) was solicited and evaluated by a committee via Request for Quote RFQ020154 resulting in the recommendation to award CDW Government, LLC; and
WHEREAS, this ordinance addresses the Purchasing objectives of 1) maximizing the use of City resources by obtaining optimal products/services at low prices, and 2) providing an effective option contract for Department of Technology to efficiently maintain the City’s network; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Technology in that it is necessary to authorize the Finance and Management Director to immediately enter into a Universal Term Contract for the option to purchase Upgrade Boundary Network and VoIP Communication, 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 Finance and Management Director is hereby authorized to enter into the following contract for the option to purchase Upgrade Boundary Network and VoIP Communication UTC in accordance with Request for Quotation RFQ020154 for a term of approximately three (3) years, expiring January 31, 2025 with the option to renew for one (1) additional year, as follows:
CDW Government, LLC, All items and catalogue, $1.00
SECTION 2. That the expenditure of $1.00 is hereby authorized from General Budget Reservation BRPO001670 of this ordinance to pay the cost thereof.
SECTION 3. 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 4. That for the reason 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.