Explanation
This legislation authorizes the Director of the Department of Technology (DoT) to enter into contract with Softchoice LLC for Cisco SmartNet maintenance services to support citywide Metronet hardware. The Metronet is a critical component of the computing infrastructure of the city. SmartNet supports data transfer needs for imaging applications as well as other city applications such as e-mail, CUBS (utility billing), purchasing/procurement/accounting systems, payroll/personnel, VOIP telephone service, WiFi access, and geographic information systems (GIS).
There were five (5) responses to RFQ (request for quotation) RFQ019686, which opened on September, 17, 2021. The respondents were as follows:
OFFEROR RESPONSE
ITSAAVY Non-responsive
SOFTCHOICE $236,597.59
CDW-G $240,445.39
BROWN Non-responsive
GOVCONNECTION Non-responsive
DoT is recommending that this contract be awarded to Softchoice LLC for $236,597.59, being the lowest responsive bid. The term of the contract will be one-year, beginning on September 20th 2021 and ending on September 19th 2022. This contract is not subject to automatic renewal, however upon mutual agreement and authorized appropriation, it may be renewed for 3-additional one-year terms
This ordinance also authorizes the expenditure of $236,597.59 for the above-described purpose.
EMERGENCY DESIGNATION
Emergency action is requested to avoid disruptions to the above-described systems.
FISCAL IMPACT:
Funding for this contract is budgeted and is available within the Department of Technology, Information Services Division, Information Services Operating Fund and other fund agencies' direct charge budgets within DoT.
CONTRACT COMPLIANCE NUMBER:
Vendor Name: Softchoice
Vendor #: 022312
CC#: 13-3827773 Exp. Date: 1/14/2022
Title
To authorize the Director of the Department of Technology to enter into contract with Softchoice LLC for Cisco SmartNet maintenance services, to authorize the expenditure of $236,597.59 from the Department of Technology, Information Services Division, Information Services Operating Fund; and to declare an emergency. ($236,597.59)
Body
WHEREAS, there is a need for Cisco SmartNet maintenance services to support the citywide Metronet hardware; and
WHEREAS, Softchoice submitted the lowest, responsive bid for the above stated services; and
WHEREAS, the term of this contract will be for one year, from September 20th 2021 and ending on September 19th; and
WHEREAS, this contract is not subject to automatic renewal, however upon mutual agreement and authorized appropriation, may be renewed for 3-additional one-year terms; and
WHEREAS, the total cost of this contract is $236,597.59; 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 Technology to enter into contract with Softchoice, LLC for Cisco SmartNet hardware maintenance services to avoid disruption in services, 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 Director of the Department of Technology be and is hereby authorized to enter into contract with Softchoice LLC for the purchase of Cisco SmartNet hardware maintenance support services, in the amount of $236,597.59 for a one (1) year term, starting on September 20th 2021 and ending on September 19th 2022.
SECTION 2: That the expenditure of $236,597.59, or so much thereof as may be necessary, is hereby authorized to be expended as shown in the attachment to this ordinance (see 2509-2021EXP)
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 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.