Explanation
This ordinance authorizes the Director of the Department of Technology (DoT) to enter into a contract with Vertiv Corporation for maintenance and related services on the City’s Uninterrupted Power Supply (UPS) Systems. The City entered into an agreement (EL006410) for UPS maintenance services, authorized by ordinance 1160-2006. Last year the agreement was continued by authority of ordinance 0580-2023, passed March 13, 2023, through purchase orders PO381291 and PO381299. Approval of this ordinance will provide UPS maintenance services for the period April 19, 2024, to April 18, 2025, at a total cost of $95,936.27.
Although maintenance services for the UPS Systems are available from other suppliers, Vertiv Corporation is the only factory-authorized service provider for the UPS equipment used at the city’s data centers. Where alternate providers of UPS services are required to utilize Liebert technicians, Vertiv Corporation’s policy is to bill the end user directly and not the third-party service provider; nor does Vertiv Corporation support third-party organizations with technical back-up or guaranteed parts availability. Given the critical need for reliable UPS systems at the city’s data centers, it is in the city’s best interest to contract directly with Vertiv Corporation. As such, this ordinance is being submitted in accordance with the provisions of sole source procurement of the City of Columbus Code Chapter 329.
This ordinance will also authorize the Director of the Department of Technology to enter into a contract agreement with Vertiv Corporation for additional equipment; heating, cooling and ventilation (HVAC), Automatic Transfer Switch (ATS), generator maintenance and support services with a coverage term period of April 19, 2024, through April 18, 2025, in the amount of $80,408.48. Last year, the agreement was authorized under ordinance 0580-2023, passed March 13, 2023, through purchase orders PO381291 and PO381299.
As a result of various system and equipment failures/malfunctions at the City’s Data Center, the Department of Technology has selected one (1) comprehensive vendor with the expertise to manage all equipment under one (1) contract. Previously there were five (5) separate vendors/contractors performing routine maintenance and support services which were not cost effective or efficient. The HVAC, Automatic Transfer Switch (ATS), generators maintenance and support services are interconnected, and all support will not be performed/provided by one (1) vendor under one (1) streamlined contract, increasing efficiency. For the reasons stated, this ordinance requests to waive the competitive bidding provisions in accordance with section 329 of the Columbus City Code to enter into the contract for additional equipment; HVAC, Automatic Transfer Switch (ATS), generator maintenance and support services.
Additionally, this ordinance authorizes contingency funding in the amount of $60,000.00 for unforeseen circumstances, replacement parts and maintenance services and/or additional travel not covered in the maintenance contract agreements.
The total amount of funding being requested via this ordinance is $236,344.75.
FISCAL IMPACT
During fiscal years 2022 and 2023, the amounts of $199,128.38 and $214,041.61 were legislated respectively for maintenance support and related services for the Uninterrupted Power Supply (UPS) Systems, HVAC Systems and various other equipment contracts. Funding for the 2024-2025 UPS contract in the amount of $95,936.27, the 2024-2025 HVAC system and various other equipment contracts in the amount of $80,408.48, and additional funds in the amount of $60,000.00, for a grand total funding request of $236,344.75, which is budgeted and available within the Department of Technology, Information Services Division, Information Services Operating Fund. This ordinance is contingent on the passage of the 2024 City of Columbus Operating Budget, Ordinance 3012-2023.
CONTRACT COMPLIANCE
Vendor: Vertiv Corporation EBO_CC#025728 Expiration Date: 3/31/2025
Title
To authorize the Director of the Department of Technology to enter into contracts with Vertiv Corporation, for annual maintenance and related services associated with the Uninterrupted Power Supply (UPS) Systems in accordance with sole source provisions of Columbus City Code; to waive the competitive bidding provisions of the Columbus City Code; to authorize the Director of the Department of Technology to enter into contract with Vertiv Corporation for heating, cooling and ventilation (HVAC) system and various equipment maintenance; and to authorize the expenditure of $236,344.75, from the Department of Technology, Information Services Division, Information Services Operating Fund. ($236,344.75)
Body
WHEREAS, the Department of Technology has a need to enter into a contract with Vertiv Corporation, for annual maintenance and related services associated with the Uninterruptible Power Supply (UPS) Systems, utilized by the Department of Technology for the period of April 19, 2024, through April 18, 2025, at a cost of $95,936.27; and
WHEREAS, although maintenance service for the UPS systems are available from other suppliers, Vertiv Corporation is the only factory authorized service provider for the UPS equipment used at the city’s data centers, so given the critical need for reliable UPS systems at the city’s data centers, it is in the city’s best interest to contract directly with Vertiv Corporation, therefore this ordinance is being submitted in accordance with the provisions of Sole Source procurement of the City of Columbus Code, Chapter 329; and
WHEREAS, this ordinance will also authorize the Director of the Department of Technology to enter into a contract with Vertiv Corporation for maintenance and support services for the HVAC system and various other equipment, with a coverage term period of April 19, 2024 through April 18, 2025, in the amount of $80,408.48; and
WHEREAS, it is in the city’s best interest to waive the competitive bidding provisions of Chapter 329 of the Columbus City Code to enter into the contract for HVAC maintenance and support services; and
WHEREAS, this ordinance authorizes contingency funding in the amount of $60,000.00 for unforeseen circumstances, replacement parts and maintenance services, and/or additional travel not covered in the maintenance contract agreements; and
WHEREAS, the total amount of funding being requested via this ordinance is $236,344.75; and
WHEREAS, it has become necessary in the usual daily operation of the Department of Technology to authorize the Director to enter into contracts with Vertiv Corporation in order to provide uninterrupted services associated with the Uninterruptible Power Supply (UPS) Systems, maintenance and support services for the heating, cooling and ventilation (HVAC) system and various other equipment utilized at the city’s data centers; Now, Therefore:
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 enter into contracts with Vertiv Corporation, for annual maintenance and related services associated with the Uninterruptible Power Supply (UPS) Systems, utilized by the Department of Technology with a coverage period of April 19, 2024, through April 18, 2025, in the amount of $95,936.27 in accordance with the sole source provisions of Chapter 329 of the Columbus City Code.
SECTION 2. That the Director of the Department of Technology be and is hereby authorized to enter into contract with Vertiv Corporation for additional equipment; the heating, cooling and ventilation (HVAC) system, Automatic Transfer Switch (ATS), generators and various other equipment with a coverage term of April 19, 2024, through April 18, 2025, in the amount of $80,408.48.
SECTION 3. That the Director of the Department of Technology be and is hereby authorized to establish contingency funds in the amount of $60,000.00 for unforeseen circumstances, replacement parts and maintenance services and/or additional travel not covered in the maintenance agreements. The total amount of funding being requested via this ordinance is $236,344.75.
SECTION 4. That the expenditure of $236,344.75, or so much thereof as may be necessary, is hereby authorized to be expended from : (see attachment 0427-2024):
SECTION 5. That the City Auditor is authorized to make any accounting changes to revise the funding source for any contract or contract modifications associated with this ordinance.
SECTION 6. 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 7. That this Council finds it in the City’s best interest to waive the competitive bidding provisions of the Columbus City Codes Chapter 329 to enter into the contract with Vertiv Corporation for HVAC maintenance and support services.
SECTION 8. That this ordinance shall take effect and be in force from and after the earliest period allowed by law.