Explanation
BACKGROUND
This ordinance authorizes the Director of the Department of Finance and Management, on behalf of the Department of Technology, to associate all General Budget Reservations resulting from this ordinance with the Universal Term Contract for the purchase of maintenance and support of our VxRail system.
The VxRail system is a key element that works seamlessly with the Department of Technology’s VMware Cloud Foundation (VCF). Ongoing maintenance and support are crucial for the resilience of our hyper-converged infrastructure (VCF/HCI). This support addresses critical maintenance needs, including the replacement of failed drives to prevent potential data loss and the timely application of security patches to systems and drivers. Furthermore, support ensures hardware components, such as system boards, can be replaced as needed to maintain operational integrity. The City has a Universal Term Contract established for maintenance and support with CDW LLC.
The following Purchase Agreement association requires approval by City Council in order to expend more than $100,000.00 on a Universal Term Contract, per City Code 329.19(g):
CDW LLC, PA008161 Computer Parts, expires on 6/30/2026.
Searches in the System for Award Management (Federal) and the Findings for Recovery list (State) produced no findings against CDW LLC.
Finally, this ordinance authorizes the expenditure of $369,414.53 for the above noted maintenance and support services starting on January 1, 2026 through December 31, 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 for a total cost of $369,414.53.
CONTRACTOR COMPLIANCE:
CDW LLC
Vendor Account: 007352
Expiration Date: 3/12/2026
EMERGENCY DESIGNATION:
Emergency designation is being requested for these services that are necessary to support daily operation activities, to ensure no service interruption, and to establish a purchase order at the earliest possible date.
Title
To authorize the Director of the Department of Finance and Management to associate all General Budget Reservations resulting from this ordinance with the Universal Term Contract for the purchase of maintenance and support of our VxRail system; to authorize the expenditure of $369,414.53 from the Information Services Division, Information Services Operating Fund; and to declare an emergency. ($369,414.53)
Body
WHEREAS, the Department of Technology has a need for ongoing maintenance and support of the VxRail system; and
WHEREAS, the Purchasing Office established PA008161 with CDW LLC for computer parts and accessories; and
WHEREAS, it is necessary to authorize the expenditure of up to $369,414.53 for the support of the VxRail system beginning on January 1, 2026 through December 31, 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 of Technology to associate all general budget reservations resulting from this ordinance with the above-mentioned purchase agreement for continued maintenance and support to ensure no service interruption, 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 Finance and Management, on behalf of the Department of Technology, be and is hereby authorized to associate all General Budget Reservations resulting from this ordinance with the Universal Term Contract for the purchase of maintenance and support of our VxRail system at a cost of $369,414.53, beginning on January 1, 2026 through December 31, 2026.
SECTION 2. That the expenditure of $369,414.53, or so much thereof as may be necessary is hereby authorized per the account codes in the attachment to this ordinance. (see 3054-2025 EXP)
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 the reasons stated in the preamble hereto, which is hereby made a part hereof, this ordinance is hereby declared to be an emergency 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.