Explanation
This ordinance authorizes the Director of the Department of Technology to renew a contract with CDW Government, LLC to continue to receive expert Cisco Engineering services for various city technology projects. The original contract was established via purchase order PO149133 with a term of 12-12-18 to 12-11-19, and had two one-year renewal options. The initial contract structure was such that funds were divided among various positions and service offerings, thereby limiting the department's flexibility to access needed services. To address this, ordinance 0250-2019 was passed by City Council on January 28, 2019 authorizing a change order to better align the funds/hours with the needs of the department. No additional moneys or hours were associated with passage with this ordinance, nor was the term of the contract extended.
On May 13, 2019, Ordinance 1084-2019 was passed, authorizing the addition of $247,200.00 to the existing contract to fund additional hours associated with several on-going projects, though the term period was not extended nor was the contract renewed.
This ordinance authorizes the first of two one-year renewal options by extending the contract term. The new contract term starts on 12-12-19 and ends on 12-11-20. This ordinance also authorizes extending existing purchase orders PO173607 and PO200555, and any existing balances thereon ($71,885.00 and $82,420.00 as of November 20, 2019, respectively) through the contract term. These purchase orders were established with passage of ordinance 1084-2019.
No additional expenditure of funds are associated with passage of this ordinance.
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
Renewal #1 (This Ord.) - $0
Total aggregate amount of contract and modifications/renewals - $296,160.00
CONTRACT COMPLIANCE NO.
Vendor Name: CDW Government, LLC
FID #: 36-3310735, Expires: 1-31-2020
DAX Vendor Acct. #: 007352
EMERGENCY
Emergency action is requested to expedite authorization of the contract renewal and purchase order extension to continue with the projects at the earliest possible date.
FISCAL IMPACT
This ordinance authorizes renewing a contract with no additional funding. Extension of two existing purchase orders are authorized by this ordinance, requiring only extension of existing balances thereon. No new funds are associated with this ordinance.
Title
To authorize the renewal of an existing contract with CDW Government, LLC for expert Cisco Engineering services for various City of Columbus projects; to authorize the extension and use of any remaining funds/unspent balance of existing and current purchase orders PO173607 and PO200555, and to declare an emergency.
Body
WHEREAS, the Department of Technology established a contract with CDW Government, LLC for expert Cisco Engineering services through the establishment of PO149133 with a term of 12-12-18 to 12-11-19, having two one-year renewal options; and
WHEREAS, with the passage of Ordinance 1084-2019 on May 13, 2019, $247,200.00 was added to the abovementioned existing contract to fund additional hours, though contract was not renewed nor was the term period was not extended at that time; and
WHEREAS, the Department now wishes to exercise the first of two one-year renewal options; and
WHEREAS, with passage of this ordinance, the new term period will be 12-12-19 through 12-11-20; and
WHEREAS, this ordinance also extends existing purchase orders PO173607 and PO200555, and any existing balances thereon through the new contract term, which ends on 12-11-20; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Technology in that it is immediately necessary to renew an existing contract with CDW Government, LLC and extend existing purchase orders PO173607 and PO200555, and any existing balances thereon, through 12-11-20, for the immediate preservation of the public health, peace, property and safety.
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Director of the Department of Technology be and is hereby authorized to renew an existing contract with CDW Government, LLC to continue to receive expert Cisco Engineering services for various City of Columbus projects, for the term of 12-12-19 through 12-11-20.
SECTION 2. That the Department is authorized to extend and use any remaining funds/unspent balances on purchase orders PO173607 and PO200555 through the new contract term, which ends on 12-11-20.
SECTION 3: 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 4: 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 5: 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.