Explanation
BACKGROUND:
This ordinance authorizes the Director of the Department of Technology to enter into a contract with Vertiv Services, Inc. for maintenance and related services on the City’s Uninterrupted Power Supply (UPS) systems. The City entered into an agreement (EL006410) for UPS maintenance services, authorized by ordinance 1160-2006. Last year, the agreement was continued by authority of ordinance 0695-2017, passed March 27, 2017, through purchase order PO056979. Approval of this ordinance will provide UPS maintenance services for the period April 19, 2018 to April 18, 2019, at a total cost of $63,917.88.
Although maintenance services for the UPS systems are available from other suppliers, Vertiv Services, Inc. is the only factory authorized service provider for the UPS equipment used at the City's data centers. Where alternate providers of UPS services are required to utilize Liebert technicians, Veritv Services, Inc.'s policy is to bill the end user directly and not the third party service provider; nor does Vertiv Services, Inc. support third party organizations with technical back-up or guaranteed parts availability. Given the critical need for reliable UPS systems at the City's data centers, it is in the City's best interests to contract directly with Vertiv Services, Inc As such, this ordinance is being submitted in accordance with the provisions of sole source procurement of the City of Columbus Code Chapter 329.
This ordinance will also authorize the Director of the Department of Technology to enter into a contract agreement with Vertiv Services, Inc. for additional equipment; heating, cooling and ventilation (HVAC), Automatic Transfer Switch (ATS), Generators maintenance and support services with a coverage term period of 4/1/2018 through 4/18/2019, in the amount of $56,955.31.
As a result of various system and equipment failures/malfunctions at the City's Data Center, the Department of Technology (DoT) has selected one (1) comprehensive vendor with the expertise to manage all equipment under one (1) umbrella contract. Previously there were five (5) separate vendors/contracts performing routine maintenance and support services which were not cost effective nor efficient. The HVAC, Automatic Transfer Switch (ATS), Generators maintenance and support services are interconnected and all support will now be performed/provided by one (1) vendor under one (1) streamlined contract increasing efficiency. For the reasons stated, this ordinance requests to waive the competitive bidding provisions in accordance with section 329 of the Columbus City Code to enter into the contract for additional equipment; HVAC, Automatic Transfer Switch (ATS), Generators maintenance and support services.
Additionally, this ordinance authorizes contingency funding in the amount of $30,000.00 for unforeseen circumstances replacement parts and maintenance services and/or additional travel not covered in the maintenance agreement.
The total amount of funding being requested via this ordinance is $150,873.19.
EMERGENCY:
Emergency action is requested to expedite authorization of this contract in order to facilitate and maintain uninterrupted services from the supplier.
FISCAL IMPACT:
During fiscal years 2016 and 2017, the amount of $78,009.00 was legislated respectively both years for maintenance support and related services for the batteries associated with the Uninterrupted Power Supply (UPS) systems. Funding for the 2018 UPS contract in the amount of $63,917.88, the 2018 HVAC system and various other equipment contract in the amount of $56,955.31 and contingency funds in the amount of $30,000.00 for a grand total funding request of $150,873.19 are budgeted and available within the Department of Technology, Information Services Division, Information Services Operating Fund.
CONTRACT COMPLIANCE NUMBER:
Vendor Name: Vertiv Services, Inc.; C.C#/F.I.D#: 43-1798453; Expiration Date: 02/23/2020
(DAX Vendor Acct#: 008034)
Title
To authorize the Director of the Department of Technology to enter into contracts with Vertiv Services, Inc., for annual maintenance and related services associated with the Uninterrupted Power Supply (UPS) systems in accordance with the sole source provisions of the Columbus City Code; and to authorize the Director of the Department of Technology to enter into contract with Vertiv Services, Inc. for heating, cooling and ventilation (HVAC) system and various equipment maintenance; to authorize the contingency funds; to waive the competitive bidding provisions of the Columbus City Code; to authorize the expenditure of $150,873.19 from the Department of Technology, Information Services Division, Information Services Operating Fund; and to declare an emergency. ($150,873.19)
Body
WHEREAS, the Department of Technology has a need to enter into a contract with Vertiv Services, Inc., for annual maintenance and related services associated with the Uninterruptible Power Supply (UPS) systems, utilized by the Department of Technology for the period of 4/19/2018 through 4/18/2019, at a cost of $63,917.88.
WHEREAS, this contract covers services for computer and data centers at three (3) separate locations, and allows for continuous operations when power fluctuations and failures occur. The original contract provided language that allows for modifications and renewals for additional coverage periods at the end of each year's coverage period, contingent upon the express written approval of all parties and the City's appropriation and authorization of funds; and
WHEREAS, this ordinance will also authorize the Director of the Department of Technology to enter into a contract with Vertiv Services, Inc. for maintenance and support services for the HVAC system and various other equipment, with a coverage term period of 4/1/2018 through 4/18/2019, in the amount of $56,955.31; and
WHEREAS, additionally, this ordinance also authorizes contingency funding in the amount of $30,000.00 for unforeseen circumstances, travel, equipment and/or maintenance services; and
WHEREAS, the total amount of funding being requested via this ordinance is $150,873.19; and
WHEREAS, although maintenance service for the UPS systems are available from other suppliers, Vertiv Services, Inc. is the only factory authorized service provider for the UPS equipment used at the City's data centers, so given the critical need for reliable UPS systems at the City's data centers, it is in the City's best interests to contract directly with Vertiv Services, Inc., therefore this ordinance requests and is therefore being submitted in accordance with the sole source provisions of the Columbus City Code Chapter 329; and
WHEREAS, it is in the City's best interest to waive the competitive bidding provisions of Chapter 329 of the Columbus City Code to enter into the contract for HVAC maintenance and support services; 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 enter into a contract agreements with Vertiv Services, Inc., in order to provide uninterrupted service associated with the Uninterruptible Power Supply (UPS) systems utilized at the City’s data centers and maintenance and support services for the heating, cooling and ventilation (HVAC) system and various other equipment , 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 Technology be and is hereby authorized to enter into contracts with Vertiv Services, Inc., for annual maintenance and related services associated with the Uninterruptible Power Supply (UPS) systems, utilized by the Department of Technology with a coverage period of 4/19/2018 through 4/18/2019, in the amount of $63,917.88 in accordance with the sole source provisions of Chapter 329 of the Columbus City Code..
SECTION 2. That the Director of the Department of Technology be and is hereby authorized to enter into contract with Vertiv Services, Inc. for additional equipment; the heating, cooling and ventilation (HVAC) system, Automatic Transfer Switch (ATS), Generators and various other equipment with a coverage term period of 4/1/2018 through 4/18/2019, in the amount of $56,955.31.
SECTION 3. That the Director of the Department of Technology be and is hereby authorized to establish contingency funding in the amount of $30,000.00 for unforeseen circumstances, replacement parts and maintenance services and/or additional travel not covered in the maintenance agreement. The total amount of funding being requested via this ordinance is $150,873.19.
SECTION 4. That the expenditure of $150,873.19 or so much thereof as may be necessary is hereby authorized to be expended from: (see attachment 0908-2018 EXP)
Dept: 47 |Div.: 47-02|Obj Class: 03 |Main Account: 63260|Fund: 5100 |Sub-fund:510001|Program: IT005|Section 3: N/A| Section 4: N/A| Amount: $63,917.88| {Maintenance Services - UPS/Machinery & Equipment}
Dept: 47 |Div.: 47-02|Obj Class: 03 |Main Account: 63260|Fund: 5100 |Sub-fund:510001|Program: IT005|Section 3: N/A| Section 4: N/A| Amount: $56,955.31| {Maintenance Services - HVAC/Machinery & Equipment}
Dept: 47 |Div.: 47-02|Obj Class: 02 |Main Account: 62010|Fund: 5100 |Sub-fund:510001|Program: IT005|Section 3: N/A| Section 4: N/A| Amount: $10,000.00| {T & M - Contingency Funds}
Dept: 47 |Div.: 47-02|Obj Class: 03 |Main Account: 63260|Fund: 5100 |Sub-fund:510001|Program: IT005|Section 3: N/A| Section 4: N/A| Amount: $20,000.00| {T & M - Contingency Funds}
SECTION 5. That the City Auditor is authorized to make any accounting changes to revise the funding source for any contract or contract modifications associated with this ordinance.
SECTION 6. 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 7. That this Council finds it in the City's best interest to waive the competitive bidding provisions of the Columbus City Codes Chapter 329 to enter into the contract for HVAC maintenance and support services.
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.