Explanation
This ordinance authorizes the Director of Department of Finance and Management, on behalf of the Department of Technology (DoT) to associate all general budget reservations resulting from this ordinance with the appropriate Universal Term Contract/Purchase agreement (UTC/PA) to acquire and establish a new Cisco Meraki boundary network and Cisco VOIP phone hardware.
Through utilization of the Best Value Procurement (BVP) process, proposals were recently solicited for the above-named projects via RFQ020154. Submissions were received from two offerors: CDW Government (CDWG) and CBTS. Proposal evaluation was done in two phases. In the first phase, offerors were evaluated on BVP requirements. In the second phase, proposals were evaluated according to the offeror’s competence, past performance, quality and feasibility, ability, and cost. CDWG scored higher than CBTS in these evaluations, and thus, the recommendation is that the award be made to CDWG. Companion ordinance 3266-2021, which awards the contract to CDWG as a universal term contract/purchase agreement (UTC/PA), has been submitted by the Purchasing Office of the Finance and Management. Passage of this ordinance, therefore, is contingent on passage of 3266-2021.
With passage of this and the above-noted companion ordinance, DoT will procure hardware, licenses, and maintenance and support (for the first 5 years); training, and professional services (for project management); the installation, configuration, and implementation of a Cisco Meraki boundary network; and the migration of NEC phone systems to a Cisco VOIP phone system at various priority locations. These locations include City Hall, Police Headquarters, Columbus Public Health, Jerry Hammond Center, and various other sites around the city.
The replacement of this existing legacy infrastructure will improve both the boundary network and VOIP phone performance, capacity, security, and ensure that the City continues to keep its boundary network and VOIP phone infrastructure modern and supported.
This ordinance also authorizes amending the current capital improvement budget with the transfer of cash and authority between projects. This is necessary to ensure that there is adequate funding in the proper project.
Finally, this ordinance authorizes the expenditure of $7,022,487.85 (which includes contingency funds) for above-described project.
FISCAL IMPACT
Funding for the above-described project is available in the current capital improvement budget (CIB). This ordinance authorizes the transfer of authority and cash within the CIB to the appropriate project.
CONTRACT COMPLIANCE
CDW Government LLC
CC/FID #: 36-4230110, Expires 2-12-2022
D365 vendor #: 007352
Title
To authorize the Director of Department of Finance and Management, on behalf of the Department of Technology (DoT) to associate all general budget reservations resulting from this ordinance with the appropriate Universal Term Contract/Purchase agreement for network upgrades; to amend the 2021 capital improvement budget; to authorize the transfer of $4,532,488.00 between projects within the Information Services Capital fund; to authorize the expenditure of $7,022,487.85; and to declare an emergency. ($7,022,487.85)
Body
WHEREAS, the Department of Technology wishes to upgrade the city’s network by acquiring and establishing a new Cisco Meraki boundary network and Cisco VOIP phone hardware; and
WHEREAS, to achieve the above, proposals were solicited via RFQ020154 to which there were two respondents; and
WHEREAS, of the two respondents, and through a two-phased evaluation, CDW Government, LLC received the highest score; and
WHEREAS, companion ordinance 3266-2021 awards a universal term contract/purchase agreement (UTC/PA) to CDW Government, LLC; and
WHEREAS, this ordinance authorizes amending the current capital improvement budget with the transfer of cash and authority between projects, which is necessary to ensure that there is adequate funding in the proper project; and
WHEREAS, this ordinance authorizes the expenditure of $7,022,487.85 (which includes contingency funds) for above-described project; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Technology in that it is immediately necessary to authorize the Director of Department of Finance and Management, on behalf of the Department of Technology (DoT), to associate all general budget reservations resulting from this ordinance with the appropriate Universal Term Contract/Purchase agreement for network upgrades to continue without interruption, thereby protecting 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 Department of Finance and Management, on behalf of the Department of Technology (DoT), is authorized to associate all general budget reservations resulting from this ordinance with the appropriate Universal Term Contract/Purchase agreement (UTC/PA) to acquire and establish a new Cisco Meraki boundary network and Cisco VOIP phone hardware.
SECTION 2. That the 2021 Capital Improvement Budget authorized by ordinance 2707-2021 be amended as follows to establish sufficient authority for this project:
Project ID | Project Name | Current Authority | Revised Authority | Change
470067 - 100000/ Network Improvements/ $2,490,000.00/ $7,022,487.85/ $4,532,488.00
470078 - 100000/ NEC Conversion/ $3,000,000.00/ $0 / $ (3,000,000.00)
470052 - 100000/ CS Telephony Upgrade/ $646,660.00/ $0 / $ (646,660.00)
470069 - 100000/ VMWare Workspace One/$600,000.00/ $0 / $ (600,000.00)
470046 - 100000/ 47-02 Connectivity Project Fiber/Wireless $114,832.00/$0/ ($114,832.00)
470046 - 100003/ Uninterruptable Power Supply (UPS $35,661.00/$0/ ($35,661.00)
470047 - 100005/ Enterprise System Upgrades - GIS $233,054.00/$97,680.00 / ($135,335.00)
SECTION 3. That the transfer of $4,532,488.00, or so much thereof as may be needed, is hereby authorized within Fund 5105, Information Services Capital Fund, per the account codes in the attachment to this ordinance.
SECTION 4. That the expenditure of $7,022,487.85 or so much thereof that may be necessary in regards to the action authorized in SECTION 1, is hereby authorized as follows in the attachment to this ordinance. (See 3254-2021EXP)
SECTION 5. That this ordinance is contingent on passage of ordinance 3266-2021.
SECTION 6. That the monies in the foregoing Sections shall be paid upon order of the Director of Finance and Management, and that no order shall be drawn or money paid except by voucher, the form of which shall be approved by the City Auditor.
SECTION 7. 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 8. 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 9. That the City Auditor is hereby authorized to transfer the unencumbered balance in a project account to the unallocated balance account within the same fund upon receipt of certification by the Director of the Department administering said project that the project has been completed and the monies are no longer required for said project.
SECTION 10. That for reasons stated in the preamble hereto, which is hereby made a part hereof, this ordinance is hereby declared an emergency measure and shall take effect and be enforced from and after its passage and approval by the Mayor, or ten days after passage if the Mayor neither approves nor vetoes the same.