Explanation
BACKGROUND
This ordinance authorizes the Director of the Department of Technology to award and enter into contract with Brown Enterprise Solutions, LLC for 95 VEEAM Backup and Replication software licensing maintenance and support services at a cost of $122,170.00 for the term period December 23, 2023, through December 22, 2024. The VEEAM Backup and Replication software licenses and maintenance support were procured through solicitation number RFQ025982 published September 22, 2023. Eleven bids were received and after review of the bids it was determined that the bid proposal received from Brown Enterprise Solutions, LLC, after a discount for being a minority owned business and ODI compliant, was the lowest, best, and most responsive bidder. (See attached bid tabulation sheet).
This ordinance represents the award of that solicitation. This agreement is not subject to automatic renewal. However, upon mutual agreement and approval from appropriate city authorities, the ensuing contract can be extended (renewed) three (3) additional one (1) year terms at the same pricing and the same escalator clause. The Network Backup system works in conjunction with the city’s current infrastructure. The software licensing maintenance and support services are necessary to continue services for protection from events such as data corruption, accidental data deletion, malicious attacks (e.g. recovering from Ransomware) and natural disasters that could take down a city data center (e.g. tornados, fires). The total cost of this ordinance is $122,170.00 for the VEEAM Backup and Replication software licensing and maintenance support services.
This ordinance also authorizes the expenditure of $122,170.00 for the above-noted purpose.
FISCAL IMPACT
On September 22, 2023, RFQ025982 was established and released for bids. Brown Enterprise Solutions, LLC was the lowest responsive bidder with a bid of $122,170.00. Funds for these services are available and budgeted in the Department of Technology, Information Services Division, Information Services operating fund, contingent on passage of Ordinance 3005-2023.
EMERGENCY DESIGNATION:
Emergency designation is being requested for this ordinance so that the purchases described here, important to the city’s daily operations, occurs at the earliest possible date to ensure that these services are not interrupted. The current contract expires on December 22, 2023.
CONTRACT COMPLIANCE
Brown Enterprise Solutions, LLC: EBO_CC-010668; Expiration Date: 3/3/2024; EBO_MBE-010668 Expiration Date: 12/31/2023
Title
To authorize the Director of the Department of Technology to enter into contract with Brown Enterprise Solutions, LLC for VEEAM software licensing maintenance and support services; to authorize the expenditure of $122,170.00 from the Department of Technology, Information Services operating fund, and to declare an emergency. ($122,170.00)
Body
WHEREAS, VEEAM licenses are critical for the protection of the Department of Technology’s infrastructure and network backup system; and
WHEREAS, the above-described VEEAM licenses were procured through solicitation number RFQ025982 published September 22, 2023, with a bid opening of October 23, 2023. It was determined that the bid proposal received from Brown Enterprise Solutions, LLC was the lowest responsive bidder at $122,170.00 after taking into consideration the discount offered as a minority-owned business; that the agreement is not subject to automatic renewal. However, upon mutual agreement and approval from the appropriate city authorities, the ensuing contract can be extended (renewed) for three (3) additional one (1) year terms at the same pricing and the same escalator clause; and
WHEREAS, this ordinance is contingent on the passage of Ordinance 3005-2023, which authorizes a transfer within the Information Services operating fund; and
WHEREAS, an emergency exists in the usual daily operation of the City in that it is immediately necessary to authorize the Director of the Department of Technology to enter into contract with Brown Enterprise Solutions, LLC for VEEAM software license maintenance and support services since the existing contract expires on December 22, 2023 all for the immediate preservation of the public health, peace, property, safety and welfare; and now, therefore:
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1: That the Director of the Department of Technology is hereby authorized to enter into contract with Brown Enterprise Solutions, LLC for VEEAM software licensing maintenance and support services at a cost of $122,170.00 for a term of one year, beginning on December 23, 2023, and ending on December 22, 2024.
SECTION 2: That the expenditure of $122,170.00 or so much thereof as may be necessary is hereby authorized to be expended from the Department of Technology, Information Services operating fund, as follows in the attachment to this ordinance: (see attachment 3107-2023 EXP)
SECTION 3. That this ordinance is contingent on council's passage of Ordinance 3005-2023, which authorizes a transfer within the Information Services operating fund.
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 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 6: 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.