Explanation
BACKGROUND:
This ordinance authorizes the Director of the Department of Technology to modify a contract and the associated purchase order with CDW Government, LLC to implement a change order request to move the funds and hours within the various line items on the current contract/purchase order, in addition to an hours conversion and a rate reduction to convert the existing hours for the Network Voice Services and to stay within the purchase order original amount. This ordinance authorizes a correcting Auditor Certificate (AC) that replaces a prior year purchase order (PO149133) certified/confirmed on 12/12/2018 with CDW Government, LLC. The original contract was awarded to CDW Government, LLC through RFQ010773 on November 23, 2018, establishing PO149133 in the amount of $48,960.00 for professional consulting, engineering and project management services.
The requested contract modification to the current contract and associated purchase with CDW Government, LLC will allow a change order request to move the funds and hours from line items that contained the following professional services job titles: Infrastructure/Networking, Wireless, and Security - Consulting Engineers and a Project Management Project Manager to the line item for a Network Voice/Collaboration Engineer on the current contract/PO149133 and to convert the existing 184 hrs. @ $265.00 and 1 hr. @ $200.00 to 296.7271 hrs. @ $165.00, (rate reduction of $100.00) for the Network Voice Services and to stay within the $48,960.00 original amount.
1. Amount of additional funds to be expended: $0.00
Original contract amount (PO0149133/RFQ010773) $48,960.00
Modification #1 (Ord. No. 0250-2019) $ 0.00
Total aggregate amount of contract and modification(s): $48,960.00
2. Reason additional goods/services could not be foreseen:
The need for this modification is to authorize a change order request to move funds and hours within the line items associated with PO149133, in addition to a $100.00 hourly rate reduction for the Network Voice/Collaboration Engineer so that the vendor can provide the necessary services authorized in the contract.
3. Reason other procurement processes are not used:
CDW Government, LLC proposal was the only response received for the requested services and therefore was awarded the contract through RFQ010773. It is in the best interest of the City to allow these services to be performed by CDW Government, LLC.
4. How cost of modification was determined:
CDW provided a change order request and statement of work that reflects a need to shift funds and hours along with an hourly rate reduction to convert existing 185 hours to 296.7271 for the Network Voice services. There will be no cost increase for this change order request to shift the funding and hours within the line items. All other contract terms and conditions will remain the same.
CONTRACT COMPLIANCE NUMBERS:
Vendor Name: CDW Government, LLC. F.I.D.#/: 36 - 4230110 Expiration Date: 01/31/2020
(DAX Vendor Acct. #: 007352)
EMERGENCY:
Emergency action is requested to expedite authorization of the contract modification for a change order request to move funds, hours, rate reduction and hours conversion by issuing a correcting Auditor Certificate (AC) that replaces purchase order PO149133 (certified/confirmed on 12/12/2018) at the earliest possible date.
FISCAL IMPACT:
No additional funding is being requested in this ordinance from the Department of Technology, Information Services Operating Fund.
Title
To authorize the Director of the Department of Technology to modify a contract and the associated purchase order with CDW Government, LLC to authorize a change order request to move the funds within line items on the current contract/purchase order, to convert the existing hours at a lower rate for the Network Voice Services and to stay within the original amount; to authorize a correcting Auditor Certificate (AC) with CDW Government, LLC that replaces the prior year purchase order; and to declare an emergency ($0.00).
Body
WHEREAS, the original contract was awarded to the vendor CDW Government, LLC through RFQ010773 on November 23, 2018, establishing PO0149133, in the amount of $48,960.00 for professional consulting, engineering and project management services; and
WHEREAS, this ordinance authorizes the Director of the Department of Technology to modify a contract and the associated PO149133 with CDW Government, LLC to authorize a change order request to move the funds from line items that contained the following professional services job titles: Infrastructure/Networking, Wireless, and Security - Consulting Engineers and a Project Management Project Manager to the line item for a Network Voice/Collaboration Engineer on the current contract/PO149133 to convert the existing 184 hrs. @ $265.00 and 1 hr. @ $200.00 to 296.7271 hrs. @ $165.00 for the Network Voice Services and to stay within the $48,960.00 original amount. No additional funds are being requested via this ordinance with all other contract terms and conditions will remain the same; and
WHEREAS, this ordinance authorizes a correcting Auditor Certificate (AC) that replaces prior year purchase order PO149133 (certified/confirmed 12/12/2018); 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 of the Department of Technology to modify a contract and the associated purchase order with CDW Government, LLC to implement a change order request to move funds within line items on the current contract/purchase order to convert the existing hours along with a rate reduction for the Network Voice Services and to stay within the original amount 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 be, and is hereby, authorized to modify a contract and the associated PO149133 with CDW Government, LLC to authorize a change order request to move the funds from line items that contained the following professional services job titles: Infrastructure/Networking, Wireless, and Security - Consulting Engineers and a Project Management Project Manager to the line item for a Network Voice/Collaboration Engineer on the current contract/PO149133 to convert the existing 184 hrs. @ $265.00 and 1 hr. @ $200.00 to 296.7271 hrs. @ $165.00 for the Network Voice Services and to stay within the $48,960.00 original amount. This ordinance authorizes a correcting Auditor Certificate (AC) that replaces prior year purchase order PO149133 (certified/confirmed on 12/12/2018). No additional funds are being requested. All other contract terms and conditions will remain the same.
SECTION 2: 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 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 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 or vetoes the same.