Explanation
BACKGROUND
This ordinance authorizes the Director of the Department of Technology (DoT) to renew a contract with vCloud Tech Inc. for Red Hat Linux licenses, Red Hat learning subscriptions, and Red Hat JBOSS including maintenance and support. DoT utilizes Red Hat Linux on its operating systems that many of the city's critical applications are housed on; therefore, maintenance and support is required.
Ordinance 1348-2024 authorized the Director of the Department of Technology to enter into a contract with vCloud Tech, Inc. for Red Hat Linux licenses, Red Hat learning subscriptions, and Red Hat JBOSS including maintenance and support. The Department of Technology solicited bids through RFQ027177 and awarded to vCloud Tech, Inc. for their lowest responsive and responsible and best bid of $157,924.94. This agreement authorized contract language allowing for four (4) one (1) year renewal options, with the approval of City Council.
This ordinance authorizes the first renewal at a total cost of $163,007.90 for a period of twelve (12) months, starting on July 1, 2025, and ending on June 30, 2026.
1.1 Amount of additional funds to be expended
The original contract amount: $ 157,924.94 (PO454444, Ord. 1348-2024)
Optional renewal #1: $163,007.90 (This ordinance)
TOTAL RENEWALS: $320,932.84
CONTRACT COMPLIANCE
Vendor Name: vCloud Tech Inc.
DAX Vendor Acct. #: 012179
Expiration Date: 4/19/2026
FISCAL IMPACT
The funds for this expenditure have been identified and are available within the Department of Technology, Information Services Division, Information Services Operating Fund.
EMERGENCY
Emergency designation is being requested for these services that are necessary to support daily operation activities, in order to ensure a purchase order is established prior to the contract expiration date.
Title
To authorize the Director of the Department of Technology to renew a contract with vCloud Tech, Inc. for Red Hat Linux licenses, Red Hat learning subscriptions, and Red Hat JBOSS including maintenance and support; to authorize the expenditure of $163,007.90 from the Department of Technology, Information Services Division, Information Services Operating Fund; and to declare an emergency. ($163,007.90)
Body
WHEREAS, the Department of Technology has a need for Red Hat Linux licenses, Red Hat learning subscriptions, and Red Hat JBOSS licensing and support; and
WHEREAS, the Department of Technology utilizes Red Hat Linux on its operating systems that many of the city's critical applications are housed on; therefore, maintenance and support is required; and
WHEREAS, Ordinance 1348-2024 authorized the Director of the Department of Technology to enter into a contract with vCloud Tech, Inc. for Red Hat Linux licenses, Red Hat learning subscriptions, and Red Hat JBOSS including maintenance and support; and
WHEREAS, the contract established and authorized contract language allowed for four (4) one (1) year renewal options with the approval of City Council; and
WHEREAS, this ordinance authorizes the Director of the Department of Technology (DoT) to renew contract with vCloud Tech Inc. for the purchase of Red Hat Linux licenses, Red Hat learning subscriptions, and Red Hat JBOSS including maintenance and support; at a cost of $163,007.90; and
WHEREAS, this ordinance authorizes the first of four annual renewal contracts starting on July 1, 2025, and ending on June 30, 2026; 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 to renew the contract with vCloud Tech Inc. for Red Hat Linux licenses, Red Hat learning subscriptions, and Red Hat JBOSS including maintenance and support prior to expiration of the current contract, and to ensure services can continue without interruption, 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 renew a contract with vCloud Tech, Inc. for Red Hat Linux licenses, Red Hat learning subscriptions, and Red Hat JBOSS including maintenance and support services, for a period of twelve (12) months, beginning on July 1, 2025, and ending on June 30, 2026, at a cost of $163,007.90.
SECTION 2. That the expenditure of $163,007.90, or so much thereof as may be necessary, is hereby authorized to be expended as shown in the attachment to this ordinance. (Please see 1090-2025EXP)
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.