Explanation
This ordinance authorizes the Director of the Department of Technology, on behalf of various Departments, to enter into an agreement renewal with VCloud Tech, Inc. for the purchase of the annual renewal for software maintenance and support services for the City's Netmotion mobility solution and software licenses. The coverage term period for the software maintenance and support services for Netmotion software licenses is for one (1) year, from September 30, 2023 through September 29, 2024, at a cost of $89,722.95.
The City uses NetMotion software to enable mobile workers, including police officers and public utility field crews, to utilize computer applications over cellular communication networks. Without the NetMotion solution, these applications will not function when accessed over a cellular network, significantly diminishing the effectiveness and efficiency of City police officers and other mobile workers.
On May 23, 2022, RFQ021951 was published, seeking bids for the purchase of annual software maintenance and support services for the City's Netmotion mobility solution and software licenses. The three (3) responses received were as follows:
*VCloud Tech, Inc.: $82,767.00
* Brown Enterprise Solutions, LLC: $84,087.75
* CDWG: $92,628.00
VCloud Tech, Inc. received the award as the lowest bidder as reported in ordinance 1219-2022.
The term of this renewal agreement shall be for one (1) year, from September 30, 2023 through September 29, 2024. This renewal agreement is not subject to automatic renewal. However, upon mutual agreement, to include the same pricing, terms and conditions as those set forth in the initial contract, the services may be renewed for one (1) additional one-year terms. Future renewal agreements of this contract will require authorization the Council of the City of Columbus.
EMERGENCY DESIGNATION
Emergency action is request to avoid disruptions to the above-described systems. Without the NetMotion solution, these applications will not function when accessed over a cellular network, significantly diminishing the effectiveness and efficiency of City police officers and other mobile workers, and possibly putting city police or other mobile workers at risk because of lack of communication or relevant information.
FISCAL IMPACT
In the year 2023, the Department of Technology is expected to expend $89,722.95 for Netmotion annual software maintenance and support services. This year (2023) funds are budgeted and available within the Department of Technology’s internal services budget and direct charge budget for this purpose. The direct charge budget enables pro-rating the cost among the various funds of the beneficiary departments (i.e., Public Safety, Public Utilities, Public Service, City Attorney, and Facilities Mgmt.).
CONTRACT COMPLIANCE
Vendor Name: VCloud Tech, Inc.: EBO_CC/C.C#: 012179 Expiration Date: 2/2/2024
(DAX City Vendor Acct. # No.: 012179)
Title
To authorize the Director of the Department of Technology, for various Departments, to enter into a renewal agreement with VCloud Tech, Inc. for the renewal of annual software support and maintenance for Netmotion software licenses; to authorize the expenditure of $89,722.95 from the Department of Technology, Information Services Operating Fund; and to declare an emergency ($89,722.95).
Body
WHEREAS, the City of Columbus uses Netmotion software to enable mobile workers, including police officers, public utility and public service field crews, to utilize computer applications over cellular communication networks; and
WHEREAS, on July 11, 2023 it was determined to utilize one (1) of the two (2) remaining renewals for the time period of September 30, 2023 to September 29, 2024. All renewals must be approved by City Council.
WHEREAS, this ordinance authorizes the Director of the Department of Technology, for various Departments, to enter into a renewal agreement with VCloud Tech, Inc. for the purchase and provision of annual software maintenance and support to the City’s Netmotion mobility solution, in the amount of $89,722.95, for the coverage term period from September 30, 2023 through September 29, 2024; and
WHEREAS, it is necessary to authorize the Director of the Department of Technology, for various Departments, to enter into a renewal agreement with VCloud Tech, Inc. for the purchase of annual software maintenance and support for the City’s Netmotion mobility solution to avoid interruption of services, for the preservation of the public health, peace, property and safety; now, therefore
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 in to contract renewal with VcloudTech, Inc. for Netmotion software maintenance and service support to avoid disruption in services without which various applications will not function when accessed over a cellular network, significantly diminishing the effectiveness and efficiency of City police officers and other mobile workers, and possibly putting city police or other mobile workers and possibly putting city police or other mobile workers at risk because of lack of communication or relevant information, 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, for various City Departments, be and hereby is authorized to enter into a one (1) year renewal of the contract with VCloud Tech, Inc. as detailed in ordinance 1219-2022, for the purchase of annual software maintenance and support services for the City's Netmotion mobility solution in the amount of $89,722.95 for the coverage term period from September 30, 2023 through September 29, 2024.
SECTION 2: That the expenditure of $89,722.95 or so much thereof as may be necessary is hereby authorized to be expended from the Department of Technology internal services and direct charge budgets as follows in the attachment to this ordinance. (see attachment 2174-2023 EXP)
SECTION 3: 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 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.