Explanation
This ordinance authorizes the Director of the Department of Technology (DoT) to enter into contract with CDW Government, LLC to obtain hardware, software, licensing and professional services in support of the city’s telework program. Due to the spread of the corona virus in the city, it has been necessary for DoT to expand its telework program, thus enabling a greater number of employees to work remotely. By entering into this contract the department can obtain needed items for the above-mentioned program expansion. The term of this contract is from the date of a confirmed/certified purchase order by the City Auditor’s Office through 12/30/2020.
This ordinance also authorizes the expenditure of $ 1,830,962.94 in Cares Act dollars.
On July 10th, 2020, DoT utilized a Request for Quotation process against authorized resellers of Ohio State Term schedules. Six (6) bids were received from resellers for the purchase of Telework hardware, software and services from Dell Technologies, Inc. and VMware, Inc. Respondents were as follows:
• Diversatec Resources Inc.
• Sophisticated Systems
• Dell Technologies
• Brown Enterprise Solutions. LLC
• Advizex
• CDW Government, LLC
A three person committee was established to evaluate the bids. The responses from Diversatec Resources Inc., Sophisticated Systems, Dell Technologies, and Brown Enterprise Solutions LLC were missing quotes from either the Dell or VMWare sections and were deemed incomplete. The responses from Advizex and CDW Government LLC were found to be complete and were thus further evaluated. The Department of Technology is recommending that the award be made to CDW Government, LLC as it was the respondent that had the highest overall average score between all committee members. The scores (out of 100) are as follows:
• Advizex - 70.06
• CDW Government, LLC - 95.75
EMERGENCY DESIGNATION
Emergency action is requested on this ordinance so that this ordinance will be effective immediately and the requested equipment and software can be procured in a timely manner.
FISCAL IMPACT
This ordinance expends $1,830,962.94 in CARES Act funding for the abovementioned hardware, software and services to expand the city’s telework program as required due to Covid-19.
CONTRACT COMPLIANCE
Vendor Name: CDW Government, LLC
C.C#/F.I/D. #: 36-4230110
Expiration Date: 02/12/2022
DAX Vendor Acct. #: 007352
Title
To authorize Department of Technology (DoT) to enter into contract with CDW Government, LLC to obtain hardware, software, licensing and professional services in support of the city’s telework program, to authorize the expenditure of $1,830,962.94 from the Department of Technology, Cares Act Fund, and to declare an emergency. ($1,830,962.94)
Body
WHEREAS, the Covid-19 pandemic has resulted in a need for many city employees to work remotely; and
WHEREAS, expenditure of CARES Act funding to purchase hardware, software, licensing and professional services in support of the city’s telework program from CDW Government, LLC is necessary to address the need for many city employees to work remotely caused by the COVID-19 public health emergency; and
WHEREAS, such expenditure of funds has not been previously accounted for in the 2020 Budget; and
WHEREAS, an emergency exists in the Department of Technology in that it is immediately necessary to purchase hardware, software, licensing and professional services from CDW Government, LLC in support of the city’s telework program for city employees working remotely due to Covid-19, thereby preserving the public health, peace, property, safety, and welfare; now, therefore:
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 contract with CDW Government, LLC to obtain hardware, software, licensing and professional services in support of the city’s telework program at a total cost of $1,830,962.94 with Cares Act Funds and that the term of this contract is from the date of a certified/confirmed purchase order by the City Auditor’s Office through 12/30/2020.
SECTION 2. That CARES Act Funds shall be used to procure hardware, software, licensing and professional services in support of the city’s telework program from CDW Government, LLC for city employees that are working remotely in an effort to mitigate the spread of COVID-19, consistent with the intent of the CARES Act Funding.
SECTION 3. That the expenditure of $1,830,962.94 or so much thereof as may be necessary, is hereby authorized as provided on the attachment to this ordinance. (see attachment 1730-2020EXP).
SECTION 4. 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 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 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.