Explanation
BACKGROUND:
This ordinance authorizes the Director of the Finance and Management Department, on behalf of the Department of Technology (DoT), to associate all General Budget Reservations resulting from this ordinance with the appropriate State Term Schedule (STS033-534354 - extended through 06/30/2019) authorized for the City's use by Ordinance No. 582-87 with Brown Enterprise Solutions, LLC for the purchase of Splunk software licensing, (1) one year software maintenance and support, software implementation services, and training for one year from the date of a certified purchase order from the city auditor at a cost of $513,657.12, and a pre-existing Universal Term Contract/ Purchase Agreement (UTC/PA) with OnX USA LLC (PA000213 - expires 06/30/2018) to purchase computer hardware (servers and storage ) totaling $194,681.21 necessary to operate and support the Splunk software.
This purchase includes a one-time purchase of Splunk software licensing to be owned by the City at a cost of $347,631.52, a one-time purchase of solution implementation services at a cost of $74,055.30, initial solution training at a cost of $19,748.00, and the first year of software license support at a cost of $72,222.30. Expenditures on software license support in future years will be supported by the Information Services Operating Fund.
The Department of Technology has a need to purchase Splunk Enterprise, Splunk Enterprise Security, and Splunk IT Service Intelligence software to meet evolving security, compliance, and operational requirements. This purchase will provide real-time event management and correlation, anomaly detection, and high-performance, large-scale historical data analysis necessary to address security and availability needs of the City. This purchase will also provide log monitoring, retention, and integrity necessary to meet regulatory compliance mandates such as PCI DSS and IRS 1075.
The Splunk software and services being purchased are available under a City UTC/PA; however in seeking the best pricing for the solution, DoT also sought quotes from resellers on State Term Contract Number 534354. Brown Enterprise Solutions, LLC provided pricing at $66,630.88 lower than the City’s UTC/PA vendor. The term of this agreement shall be for one year from the date of the purchase order.
This ordinance also authorizes the transfer of appropriation and cash between projects within the Information Services Bond Fund, and will amend the 2017 Capital Improvement Budget (CIB), passed by Columbus City Council May 15, 2017 via Ordinance number: 1124-2017 to accommodate for the expenditure authorized by this ordinance, in addition to other forthcoming ordinances.
EMERGENCY:
Emergency action is requested in order to meet the timeline needed to ensure that the necessary purchase orders for software licenses, hardware equipment, and services are established in a timely manner in order to get the project started immediately and replace the existing security system prior to expiration of the current contract.
CONTRACT COMPLIANCE NUMBERS:
Vendor 1. Brown Enterprise Solutions, LLC F.I.D.#/:90-0353698 Expiration Date: 01/31/2018
(DAX Vendor Acct.#: 010668)
Vendor 2. OnX USA LLC F.I.D.#/ 27-1445264 Expiration Date: 05/02/2019
(DAX Vendor Acct.#: 002899)
FISCAL IMPACT:
The total cost of this ordinance is $708,338.33. Funding for this expense will come from the Department of Technology, Information Services Division, Information Services Bond Fund in the amount $708,338.33 by transferring appropriation and cash from the Enterprise System Upgrades-Asset Management Project #:P470047-100003 ($208,338.33) to the Enterprise System Upgrades- Security Project #P470047-100002 (as identified in Section three 3). Sufficient funding in the amount of $708,338.33 is available in the Department of Technology, Information Services Division, Information Services Bond Fund.
Title
To amend the 2017 Capital Improvement Budget; to authorize the transfer of appropriation and cash between projects; to authorize the Director of Finance and Management, on behalf of the Department of Technology, to associate all General Budget Reservations resulting from this ordinance with the appropriate State Term Schedule with Brown Enterprise Solutions, LLC, and with OnX USA LLC from a pre-existing Universal Term Contract/Purchase Agreement for the purchase of Splunk software licensing, software maintenance and support, professional services, training, and computer equipment (hardware, maintenance and support services); to authorize the expenditure of $708,338.33 from the Department of Technology, Information Services Division, Information Services Bond Fund; and to declare an emergency. ($708,338.33)
Body
WHEREAS, this ordinance authorizes the Director of Finance and Management, on behalf of the Department of Technology (DoT), to associate all General Budget Reservations resulting from this ordinance with the appropriate State Term Schedule (STS033-534354) authorized for the City's use by Ordinance No. 582-87 with Brown Enterprise Solutions, LLC for the purchase of Splunk software licensing, (1) one year of software maintenance and support, software implementation services, and training for one year from the date of a certified purchase order from the City Auditor at a total cost of $513,657.12; and
WHEREAS, this ordinance authorizes the Director of Finance and Management, on behalf of the Department of Technology (DoT), to associate all General Budget Reservations resulting from this ordinance with the appropriate existing Universal Term Contract/Purchase Agreement (UTC -PA000213) with OnX USA LLC, which expires June 30, 2018 for computer hardware equipment and maintenance and support services at a cost of $194,681.21, making the total amount of funds being requested via this ordinance for the purchase of the Splunk security application (software licenses, hardware, and services) $708,338.33; and
WHEREAS, this ordinance also authorizes the transfer of appropriation and cash between projects within the Information Services Bond Fund, and will amend the 2017 Capital Improvement Budget (CIB); 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 Finance and Management to associate all General Budget Reservations resulting from this ordinance with the appropriate State Term Schedule with Brown Enterprise Solutions, LLC and an existing Universal Term Contract/Purchase Agreement with OnX USA LLC, 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 Finance and Management, on behalf of the Department of Technology, be and is hereby authorized and directed to associate all General Budget Reservations resulting from this ordinance with the appropriate State Term Schedule (STS033-534354) authorized for the City's use by Ordinance No. 582-87 with Brown Enterprise Solutions, LLC totaling $513,657.12 for the purchase of Splunk software licensing, (1) one year of software maintenance and support, software implementation services, and training for one year from the date of a certified purchase order from the City Auditor; and a pre-existing Universal Term Contract/ Purchase Agreement (UTC/PA) with OnX USA LLC (PA000213 - expires 06/30/2018) totaling $194,681.21 to purchase computer hardware and maintenance support services. The total amount of funds being requested via this ordinance is $708,338.33.
SECTION 2: That the 2017 Capital Improvement Budget is hereby amended as follows to account for the transfer of appropriation and funds between projects:
Department of Technology, Information Services Dept./Div. 47-02
Information Services Bonds Fund (carryover)/Fund: #5105: Sub- Fund #:000000
Project Name/Number/Subfund Current CIB Amount Revised Amount Amount Change
47-02 Enterprise Sys. Proj.- Asset Mgmt.:
P470047-100003 /carryover / $327,200 $ -0- ($327,200)
47-02 ESU- Security Program:
P470047-100002 /carryover / $500,000 $708,338 $208,338
47-02 Wireless LAN:
P470046-100004 /carryover / $ 80,000 $ -0- ($ 80,000)
47-02 CS Telephony Upgrades- VOIP:
P470052-100000 /carryover / $154,658 $ -0- ($154,658)
47-02 IVR Telephony Enhance/Upgrades:
P470052-100001 /carryover / $ 60,848 $ -0- ($ 60,848)
47-02 ESU- Applications.:
P470047-100011 /carryover / $204,711 $619,079 $414,368
47-02 Human Resources Information:
P470049-100000 /carryover / $329,604 $ -0- ($329,604)
47-02 Enterprise Sys. Upgrades:
P470047-100000 /carryover / $842,354 $1,171,958 $329,604
47-02 Uninterruptable Power Supply (UPS):
P470046-100003 /carryover / $ 90,000 $ -0- ($ 90,000)
47-02 Unified Communications:
P470055-100000 /carryover / $120,000 $ -0- ($120,000)
47-02 City Hall Data Ctr. Facility Upgrades:
P470031-100002 /carryover / $ 7,661 $ -0- ($ 7,661)
47-02 Routing Equipment Upgrade.:
P470046-100002 /carryover / $193,750 $313,750 $120,000
47-02 Data Ctr. Facility Upgrades:
P470031-100000 /carryover / $ 2,339 $100,000 $ 97,661
SECTION 3: That the City Auditor is hereby authorized and directed to transfer funds and appropriations within the Information Services Bonds Fund as follows:
Transfer from:
Dept./Div.: 47-02 | Fund: 5105 | Subfund: N/A | Project Name: Enterprise System Project- Asset Mgmt.| Project Number: P470047-100003 (Carryover) | Program Code: CW001 | Object Class: 99 | Main Account: 50000 | Amount: $327,200.19
Dept./Div.: 47-02 | Fund: 5105 | Subfund: N/A | Project Name: Wireless LAN | Project Number: P470046-100004 (Carryover) | Program Code: CW001 | Object Class: 99 | Main Account: 50000 | Amount: $ 80,000.00
Dept./Div.: 47-02 | Fund: 5105 | Subfund: N/A | Project Name: CS Telephony Upgrades- VOIP | Project Number: P470052-100000 (Carryover) | Program Code: CW001 | Object Class: 99 | Main Account: 50000 | Amount: $154,657.00
Dept./Div.: 47-02 | Fund: 5105 | Subfund: N/A | Project Name: IVR Telephony Enhance/Upgrades | Project Number: P470052-100001 (Carryover) | Program Code: CW001 | Object Class: 99 | Main Account: 50000 | Amount: $ 60,848.08
Dept./Div.: 47-02 | Fund: 5105 | Subfund: N/A | Project Name: Human Resources Information | Project Number: P470049-100000 (Carryover) | Program Code: CW001 | Object Class: 99 | Main Account: 50000 | Amount: $329,604.00
Dept./Div.: 47-02 | Fund: 5105 | Subfund: N/A | Project Name: Uninterruptable Power Supply (UPS): | Project Number: P470046-100003 (Carryover) | Program Code: CW001 | Object Class: 99 | Main Account: 50000 | Amount: $ 90,000.00
Dept./Div.: 47-02 | Fund: 5105 | Subfund: N/A | Project Name: Unified Communications | Project Number: P470055-100000 (Carryover) | Program Code: CW001 | Object Class: 99 | Main Account: 50000 | Amount: $120,000.00
Dept./Div.: 47-02 | Fund: 5105 | Subfund: N/A | Project Name: City Hall Data Center Facility Upgrades | Project Number: P470031-100002 (Carryover) | Program Code: CW001 | Object Class: 99 | Main Account: 50000 | Amount: $ 7,660.74
Transfer To:
Dept./Div.: 47-02 | Fund: 5105 | Subfund: N/A | Project Name: Enterprise System Upgrade- Security Program | Project Number: P470047-100002 (Carryover) | Program Code: CW001 | Object Class: 99 | Main Account: 50000 | Amount: $208,338.34
Dept./Div.: 47-02 | Fund: 5105 | Subfund: N/A | Project Name: Enterprise System Upgrade - Applications | Project Number: P470047-100011 (Carryover) | Program Code: CW001 | Object Class: 99 | Main Account: 50000 | Amount: $414,366.93
Dept./Div.: 47-02 | Fund: 5105 | Subfund: N/A | Project Name: Enterprise System Upgrades | Project Number: P470047-100000 (Carryover) | Program Code: CW001 | Object Class: 99 | Main Account: 50000 | Amount: $329,604.00
Dept./Div.: 47-02 | Fund: 5105 | Subfund: N/A | Project Name: Routing Equipment Upgrade | Project Number: P470046-100002 (Carryover) | Program Code: CW001 | Object Class: 99 | Main Account: 50000 | Amount: $120,000.00
Dept./Div.: 47-02 | Fund: 5105 | Subfund: N/A | Project Name: Data Center Facility Upgrades | Project Number: P470031-100000 (Carryover) | Program Code: CW001 | Object Class: 99 | Main Account: 50000 | Amount: $ 97,660.70
SECTION 4: That the expenditure of $708,338.33 or so much thereof as may be necessary is hereby authorized to be expended from: (See attachment 1425-2017 EXP)
Dept./Div.: 47-02 | Fund: 5105 | Subfund: 000000 | Project Name: Enterprise System Upgrade- Security Program | Project Number: P470047-100002 (Carryover) | Object Class: 06 | Main Account: 66530 | Program Code: CW001 | Section 3: 470201 | Section 4: IT04 | Section 5: N/A | Amount: $513,657.12 |
Brown Enterprise Solutions, LLC {software licensing, maintenance & support, professional services, training}
Dept./Div.: 47-02 | Fund: 5105 | Subfund: 000000 | Project Name: Enterprise System Upgrade- Security Program | Project Number: P470047-100002 (Carryover) | Object Class: 06 | Main Account: 66530 | Program Code: CW001 | Section 3: 470201 | Section 4: IT04 | Section 5: N/A | Amount: $194,681.21 | OnX USA LLC {computer hardware- servers & storage/maintenance & support}
SECTION 5: 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 6: 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 7: That the City Auditor is hereby authorized to transfer the unencumbered balance in a project account to the unallocated balance account within the same fund upon receipt of certification by the Director of the Department administering said project that the project has been completed and the monies are no longer required for said project.
SECTION 8: 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.