Explanation
BACKGROUND:
This ordinance authorizes the Director of the Department of Technology (DoT) to enter into a contract with Brown Enterprise Solutions, for Symantec Netbackup software licensing, maintenance and support. The Department of Technology has a need to renew existing software licenses and purchase additional licenses for the Symantec Veritas NetBackup software to continue support for the existing network backup solution and allow for continued growth in the technology environment and a completion of the first phase of the Police onboarding effort. This purchase is to provide continued disaster recovery support. The current licensing will only need to have support purchased. This is in a quantity of 71 licenses. The expansion of the cost is a true-up to reflect our data growth rates and the completion of the initial phase of the Police project. The additional count of 29 terabytes in licensing and support for the Veritas product reflects our current shared storage and physical server footprint.
To purchase these services, DoT published solicitation SA005990 (attachment: Symantec BID TAB SA005990). Four (4) bids were received on August 20, 2015; Brown Enterprise Solutions was the lowest, responsive and responsible, and best bidder. Subject to mutual agreement and approval of proper City authorities, the agreement can be annually extended for two (2) additional years. The coverage term period is from October 1, 2015 through September 30, 2016, at a cost of $359,296.90.
This ordinance also authorizes the Director of the Department of Technology to enter into a contract with Software House International Corp. (SHI), for Veeam software licensing, maintenance and support. The Department of Technology has a need to purchase 92 new licenses for Veeam software license to allow continued growth in the technology environment and a completion of the first phase of the Police onboarding effort. The purchase will also allow for continued progression of the movement of virtual server backups to a dedicated solution.
To purchase these services, DoT published solicitation SA005956 (attachment:Veeam BID TAB SA005956). Six (6) bids were received on July 23, 2015; SHI International Corp. was the lowest, responsive and responsible, and best bidder. Subject to mutual agreement and approval of proper City authorities, the agreement can be annually extended for two (2) additional years. The coverage term period is from October 1, 2015 through September 30, 2016, at a cost of $95,266.92.
The Veeam purchase will supplant the Veritas disaster recovery licensing and support of all virtual servers. Virtual servers currently represent 90 plus percent of all City servers and over 20 terabytes of storage. This product is better suited for the modern virtualization technology and provides simplified management, overhead, and efficiency in resources.
EMERGENCY:
Emergency action is requested to expedite authorization of these contracts in order to facilitate and maintain uninterrupted services from the suppliers.
FISCAL IMPACT:
In 2013 and 2014, the cost for Symantec Netbackup software licensing, maintenance and support was $381,361.69 and $208,925.73 respectively. The 2015 total cost of this contract agreement for Symantec Netbackup software licensing, maintenance and support is $454,563.82. The total funding for this purchase, in the amount of $454,563.82 is available within the Department of Technology, Information Services Division, Internal Services Fund.
CONTRACT COMPLIANCE NUMBER:
Vendor: SHI International Corp. CC#: 22-3009648 Expiration Date: 09/01/2017
Vendor: Brown Enterprise Solutions, Inc. CC#: 90-0353698 Expiration Date: 01/31/2016
Title
To authorize the Director of the Department of Technology to enter into two (2) contracts with SHI International Corporation and Brown Enterprise Solutions for Veeam and Symantec Netbackup software licensing, maintenance and support; to authorize the expenditure of $454,563.82 from the Department of Technology, Information Services Division, Internal Services Fund; and to declare an emergency. ($454,563.82)
Body
WHEREAS, this ordinance authorizes the Director of the Department of Technology to enter into two (2) contracts with Brown Enterprise Solutions ($359,296.90) and SHI International Corp. ($95,266.92), for Veeam and Symantec Netbackup software licensing, maintenance and support. The coverage term period for both contract agreements are from October 1, 2015 through September 30, 2016, at a total combined cost of $454,563.82; and
WHEREAS, to purchase these services, DoT published solicitation SA005990 (attachment: Symantec BID TAB SA005990). Four (4) bids were received on August 20, 2015; Brown Enterprise Solutions was the lowest, responsive and responsible, and best bidder. Subject to mutual agreement and approval of proper City authorities, the agreement can be annually extended for two (2) additional years. The coverage term period is from October 1, 2015 through September 30, 2016, at a cost of $359,296.90; and
WHEREAS, to purchase these services, DoT published solicitation SA005956 (attachment: Veeam BID TAB SA005956). Six (6) bids were received on July 23, 2015; SHI International Corp. was the lowest, responsive and responsible, and best bidder. Subject to mutual agreement and approval of proper City authorities, the agreement can be annually extended for two (2) additional years. The coverage term period is from October 1, 2015 through September 30, 2016, at a cost of $95,266.92; and
WHEREAS, the Department of Technology has both a need to (1) renew existing software licenses and purchase additional licenses for the Symantec Veritas NetBackup software to continue support for the existing network backup solution and to (2) also purchase new licenses for Veeam software license both to allow continued growth in the technology environment and a completion of the first (1st) Phase of the Police onboarding effort. Symantec software for backup and recovery of data stored on the City's storage area network. Information systems such as 311, Accela, CUBS, GIS, Performance Series System, WAM and the L5 Legistar System are critical to the operations of City agencies; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Technology, in that it is immediately necessary for the Director of the Department of Technology to enter into two (2) contracts with SHI International Corporation and Brown Enterprise Solutions for Veeam and Symantec Netbackup software licensing, maintenance and support services, for the immediate preservation of 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 is hereby authorized to enter into two (2) contracts with SHI International Corporation ($95,266.92) and Brown Enterprise Solutions ($359,296.90) for Veeam and Symantec Netbackup software licensing, maintenance and support services, for the period October 1, 2015 through September 30, 2016 for a combined total cost of $454,563.82. Subject to mutual agreement and approval of proper City authorities, the agreements can be annually extended for two (2) additional years.
SECTION 2: That the expenditure of $454,563.82 or so much thereof as may be necessary is hereby authorized to be expended from the Department of Technology, Information Services Division, Internal Services Fund:
|Dept./Div.: 47-02|Fund: 514|Subfund: 001|OCA Code: 470202|Obj. Level 1: 03|Obj. Level 3: 3358|Amount: $165,865.21| {licenses/Veritas}- |Brown Enterprise Solutions|
|Dept./Div.: 47-02|Fund: 514|Subfund: 001|OCA Code: 470202|Obj. Level 1: 03|Obj. Level 3: 3369|Amount: $193,431.69| {maintenance & support/Veritas}- |Brown Enterprise Solutions|
|Dept./Div.: 47-02|Fund: 514|Subfund: 001|OCA Code: 470202|Obj. Level 1: 03|Obj. Level 3: 3358|Amount: $89,545.44| {licenses/Veeam}- |SHI |
|Dept./Div.: 47-02|Fund: 514|Subfund: 001|OCA Code: 470202|Obj. Level 1: 03|Obj. Level 3: 3369|Amount: $5,721.48| {maintenance & support/Veeam}- |SHI |
SECTION 3: 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 4: 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 5: That for reasons stated in the preamble hereto, which is hereby made a part hereof, this ordinance is 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.