Explanation
BACKGROUND:
This legislation will authorize the Director of the Department of Technology (DoT) to enter into a purchase contract agreement for the upgrade and installation of an Uninterruptible Power Supply (UPS) system and the installation of a new Critical Facilities Monitoring System (CFMS) with Dynalectric Company of Ohio (Dynalectric) and to authorize the City Auditor to transfer funds from various current projects within the Information Services Capital Improvement Fund for this purchase and installation.
The City has a critical and immediate need to maintain electrical and mechanical functions to the power supply, along with accurate analysis of the power supply system, associated with the City's information processing equipment, located within DoT facility. This equipment and service, provided by Dynalectric, is imperative for the City to maintain its critical information processing equipment because the existing equipment is outdated, unreliable and no longer supported by the manufacturer.
The upgrade and installation will allow DoT to monitor and control costly downtime of processing equipment, troubleshoot and investigate typical problems such as; overheating of equipment, equipment failure, maintain and regulate system voltages and currents, along with other computer related problems. The new agreement is targeted to address two goals contained in The Columbus Covenant, Customer Service and Peak Performance. Without this contract, the City will be vulnerable to systems and service disruptions that will negatively impact daily operations and DoT's ability to meet the deliverables and expectations of both internal clients (city agencies) and the citizens of Columbus.
The Department of Technology exercised due diligence In compliance with Columbus City Code Section 329.13. The project was advertised in the City Bulletin for two weeks, Purchasing Office distributed Statements of Qualifications (SOQ) inviting more than 260 companies including twenty-one (21) Minority Business Enterprise (MBE) and three (3) Female Business Enterprise (FBE) to participate. Three of the 260 companies timely submitted an SOQ (Atlas Industrial Electric, Dynalectric of Ohio and Superior Electric) of which there were no MBE or FBE SOQ submitted. Next, the Purchasing Office distributed Requests for Technical Proposals (RFP) and all relevant documents regarding the UPS upgrade. Responses to the RFP were received from, previously aforementioned, three companies. These companies attended a Pre-Bid walk-through meeting, where questions were asked and answered. Next, DoT organized an evaluation team, comprised of three (3) voting members, who completed an evaluation scoring process for all submitted proposals in accordance with the evaluation criteria established in the RFP. Out of this process Dynalectric was ranked as the number one offeror.
FISCAL IMPACT:
Funding is available in the Information Services Capital Improvement Fund for this purchase. Unencumbered available funds associated with the following Projects will be transferred to the UPS Upgrade Project 470016: unencumbered funds in the amount of $194,473.10 in the System Migration Capital Project, $118,688.41 unencumbered funds in the Disaster Recovery Capital Project and $86,838.49 unencumbered funds in the Y2K Migration Capital Project, with $400,000.00 being the total amount of unencumbered funds being transferred. This ordinance amends the 2003 Capital Improvement Budget to reflect these changes and where this contract shall not exceed $370,000.00.
EMERGENCY:
Emergency legislation is requested in order to facilitate immediate purchase and implementation of this project from the supplier so that core services to the City are not interrupted.
CONTRACT COMPLIANCE NUMBER: 13-3636476 Expiration: 6/17/2005
Title
To authorize the Director of the Department of Technology to enter into a purchase contract with Dynalectric Company of Ohio for the purchase of the upgrade and installation of an Uninterruptible Power Supply (UPS) system and the installation of a new Critical Facilities Monitoring System (CFMS) for the Department of Technology, Information Services Division, to authorize the City Auditor to transfer $400,000.00 between projects within the Information Services Capital Improvements Fund; to amend the 2003 Capital Improvement Budget, to authorize the expenditure of $370,000.00 from the Information Services Capital Improvements Fund and to declare an emergency. ($370,000.00)
Body
WHEREAS, This legislation will authorize the Director of the Department of Technology (DoT) to enter into a contract agreement for the upgrade and installation of an Uninterruptible Power Supply (UPS) system and the installation of a new Critical Facilities Monitoring System (CFMS) with Dynalectric Company of Ohio (Dynalectric); and
WHEREAS, The City Auditor is authorized to transfer unencumbered available funds from various projects within the Information Services Capital Improvement Fund for this purchase and installation; and
WHEREAS, The City has a critical and immediate need to maintain electrical and mechanical functions to the power supply, along with accurate analysis of the power supply system, associated with the City's information processing equipment, located within DoT facility; and
WHEREAS, This equipment and service, provided by Dynalectric, is imperative for the City to maintain its critical information processing equipment because the existing equipment is outdated, unreliable and no longer supported by the manufacturer; and
WHEREAS, The upgrade and installation will allow DoT to monitor and control costly downtime of processing equipment, troubleshoot and investigate typical problems such as; overheating of equipment, equipment failure, maintain and regulate system voltages and currents, along with other computer related problems; and
WHEREAS, The Department of Technology exercised due diligence In compliance with Columbus City Code Section 329.13; and
WHEREAS, The project was advertised in the City Bulletin for two weeks, Purchasing Office distributed Statements of Qualifications (SOQ) inviting more than 260 companies including twenty-one (21) Minority Business Enterprise (MBE) and three (3) Female Business Enterprise (FBE) to participate; and
WHEREAS, Funding is available in the Information Services Capital Improvement Fund for this purchase.
WHEREAS, Unencumbered available funds associated with the following Projects will be transferred to the UPS Upgrade Project 470016: $194,473.10 in the System Migration Capital Project, $118,688.41 unencumbered funds in the Disaster Recovery Capital Project and $86,838.49 unencumbered funds in the Y2K Migration Capital Project, with $400,000.00 being the total amount of unencumbered funds being transferred; and
WHEREAS, The new agreement is targeted to address two goals contained in The Columbus Covenant, Customer Service and Peak Performance; and
WHEREAS, an emergency exists in the usual daily operation of the City in that it is immediately necessary to authorize this purchase order, 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 for the upgrade and installation of an Uninterruptible Power Supply (UPS) system and the installation of a new Critical Facilities Monitoring System (CFMS) with Dynalectric Company of Ohio (Dynalectric) in an amount not to exceed $370,000.00.
SECTION 2: To authorize the transfer between projects within the Information Services Capital Improvement Fund Number 514, Subfund 002 as follow:
From:
|Div.:4702| Obj. Level 1: 06| Project Number: 470005| Project Name: System Migration| Amount: $158,298.05|
|Div.: 4702| Obj. Level 1: 06| Project Number: 470006| Project Name: Disaster Recovery| Amount: $154,863.46|
|Div.: 4702| Obj. Level 1: 06| Project Number: 470107| Project Name: Y2K Migration| Amount: $86,838.49|
To:
|Div.: 4702| Obj. Level 1: 06| Project Number: 470016| Project Name: UPS Upgrade| Amount: $400,000.00|
SECTON 3: That the 2003 Capital Improvement Budget is amended as follows:
|Project Number: 470016| Project Name: UPS Upgrade| Current CIB: $301,049.00| Amended CIB: $400,000.00
SECTION 4: That the expenditure of $370,000.00.00 or so much thereof as may be necessary is hereby authorized to be expended from:
|Div.: 47-02|Fund: 514| Subfund: 002|OCA: 470016|Obj. Level 1: 06| Obj. Level 3: 6655| Amount: $370,000.00| Project Number: 470016|
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