Explanation
This ordinance authorizes the Director of the Department of Technology to enter into contract with Saitech, Inc. for 150 Veeam backup software licenses maintenance and support at a cost of $57,862.50 and shall provide co-termed for the term period being December 12, 2018 through December 11, 2019.
The software licenses maintenance and support was procured through solicitation number RFQ010393 published September 20, 2018 with a bid opening on October 11, 2018. Seven bids were received and after review of the bids it was determined that the bid proposal received from Saitech Inc., at $57,862.50, was the lowest, best and most responsive. (See attached bid tabulation sheet).
This agreement is not subject to automatic renewal. However, upon mutual agreement and approval from appropriate City authorities, the ensuing contract can be extended (renewed) for four (4) additional one-year terms at the same pricing and the same escalator clause.
This ordinance also authorizes the Director of the Department of Technology to enter into contract with Brown Enterprise Solutions, LLC; for twenty (20) new Veritas NetBackup standard perpetual licenses ($86,320.00) with maintenance and support ($51,060.00) for the term period October 25, 2017 through October 24, 2019 and for software licensing maintenance and support on ninety-nine (99) existing licenses at a cost of $185,955.00 for the term period being January 01, 2019 through December 31, 2019. The total cost for the new Veritas licenses and maintenance and support on the new and existing licenses is $323,335.00.
The Veritas NetBackup software licenses and maintenance and support were procured through solicitation number RFQ010593 published October 11, 2018 with a bid opening on October 26, 2018. Nine bids were received and after review of bids it was determined that the bid proposal received from Brown Enterprise Solutions, LLC, at $323,335.00, was the lowest, best and most responsive. (See attached bid tabulation sheet).
This agreement is not subject to automatic renewal. However, upon mutual agreement and approval from appropriate City authorities, the ensuing contract can be extended (renewed) for two (2) additional one-year terms at the same pricing and the same escalator clause.
The total cost of this ordinance is $381,197.50 for Veeam and Veritas NetBackup licenses, and licensing maintenance and support.
The two operating systems and licenses are related and work together with the infrastructure (Network Backup system). These licenses and licensing maintenance and support are necessary for protection from events such as data corruption, accidental data deletion, malicious attacks (e.g., recovering from Ransomware), and natural disasters that could take down a city data center (e.g., tornados, fires).
EMERGENCY:
Emergency designation is being requested for this purchase to continue with services that are necessary to support daily operation activities, to ensure no service interruption, and to establish purchase orders at the earliest possible date.
FISCAL IMPACT:
In 2016 and 2017, the Department of Technology legislated $305,789.00 and $260,836.88 respectively for Veeam and Veritas NetBackup software licensing maintenance and support. In 2018, PO137405 for $48,952.75 was established to cover existing Veritas software licensing maintenance and support from October 01, 2018 to December 31, 2018. The total cost of this ordinance is $381,197.50. The cost of these contracts is budgeted and available within the Department of Technology, Information Services Division, Information Services Operating Fund.
CONTRACT COMPLIANCE NUMBER:
Vendor: Saitech, Inc.: CC#: 75-3004589; Expiration Date: 9/25/2020
DAX Vendor Acct. No. #: 010157
Vendor: Brown Enterprise Solutions, LLC; CC#: 90-0353698; Expiration Date: 1/31/2021
(DAX Vendor Acct. No. #: 010668)
Title
To authorize the Director of the Department of Technology to enter into contract with Saitech, Inc., for Veeam software licensing maintenance and support services and Brown Enterprise Solutions, LLC for Veritas Netback software licenses and licensing maintenance and support; to authorize the expenditure of $381,197.50 from the Department of Technology, Information Services Division, Information Services Operating Fund; and to declare an emergency. ($381,197.50)
Body
WHEREAS, it is necessary to authorize the Director of the Department of Technology to contract with Saitech, Inc., for 150 Veeam backup licenses maintenance and support at a cost of $57,862.50, to be co-termed for the term period of December 12, 2018 through December 11, 2019; and
WHEREAS, the software licenses maintenance and support for Veeam backup was procured through solicitation number RFQ010393 published September 20, 2018 with a bid opening on October 11, 2018. It was determined that the bid proposal received from Saitech Inc., at $57,862.50, was the lowest, best and most responsive; that the agreement is not subject to automatic renewal. However, upon mutual agreement and approval from appropriate City authorities, the ensuing contract can be extended (renewed) for four (4) additional one-year terms at the same pricing and the same escalator clause.
WHEREAS, it is necessary to authorize the Director of the Department of Technology to contract with Brown Enterprise Solutions, LLC; for twenty (20) new Veritas NetBackup standard perpetual licenses ($86,320.00) with maintenance and support ($51,060.00) for the term period October 25, 2017 through October 24, 2019 and software licensing maintenance and support on ninety-nine (99) existing licenses at a cost of $185,955.00 for the term period being January 01, 2019 through December 31, 2019. The total cost for the new Veritas licenses and maintenance and support on the new and existing licenses is $323,355.00; and
WHEREAS, the Veritas NetBackup software licenses and maintenance and support were procured through solicitation number RFQ010593 published October 11, 2018 with a bid opening on October 26, 2018. It was determined that the bid proposal received from Brown Enterprise Solutions, LLC, at $323,335.00, was the lowest, best and most responsive; that the agreement is not subject to automatic renewal. However, upon mutual agreement and approval from appropriate City authorities, the ensuing contract can be extended (renewed) for two (2) additional one-year terms at the same pricing and the same escalator clause.
WHEREAS, these software licenses with maintenance and support are needed to protect the city from events such as data corruption, accidental data deletion, malicious attacks (e.g., recovering from Ransomware), and natural disasters that could take down a city data center (e.g., tornados, fires); 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 contract with Saitech, Inc. for one hundred-fifty (150) Veeam backup software licenses maintenance and support services and for twenty (20) new Veritas NetBackup standard perpetual licenses with maintenance and support and software licensing maintenance and support on ninety-nine (99) existing licenses, 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 is hereby authorized to contract with Saitech, Inc. for Veeam software licensing maintenance and support services at a cost of $57,862.50 for the co-termed term period being December 12, 2018 through December 11, 2019 and with Brown Enterprise Solutions, LLC for the purchase of new Veritas NetBackup perpetual licenses for $86,320.00 with maintenance and support cost at $51,060.00 for the term period October 25, 2017 through October 24, 2019 and for software licensing maintenance and support on existing licenses at a cost of $185,955.00 for the term period being January 01, 2019 through December 31, 2019. The total cost for the new Veritas licenses and maintenance and support on the new and existing licenses is $323,335.00. The total cost of this ordinance is $381,197.50 for Veeam and Veritas NetBackup licenses, and licensing maintenance and support.
SECTION 2: That the expenditure of $381,197.50 or so much thereof as may be necessary is hereby authorized to be expended from the Department of Technology, Information Services Division, Information Services Operating Fund (Please see attachment 3062-2018 EXP):
Dept.: 47| Div.: 47-02|Obj Class: 03 |Main Account: 63946|Fund: 5100|Sub-fund: 510001|Program: IT005 |Section 3: 470201 | Section 4: IT01 |Section 5: IT0102 | Amount: $57,862.50 {maintenance & support/Veeam} - Saitech, Inc.
Dept.: 47| Div.: 47-02| Obj. Class: 03 | Main Account: 63945| Fund: 5100|Sub-fund: 510001| Program: IT005| Section 3: 470201| Section 4: IT01| Section 5: IT0102| Amount: $86,320.00| {new Veritas/NetBackup licenses} - Brown Enterprise Solutions, LLC.
Dept.: 47| Div.: 47-02| Obj. Class: 03 | Main Account: 63946| Fund: 5100|Sub-fund: 510001| Program: IT005| Section 3: 470201| Section 4: IT01| Section 5: IT0102| Amount: $237,015.00| {new & existing NetBackup licensing maintenance & support} - Brown Enterprise Solutions, LLC.
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 reasons stated in the preamble hereto, which is hereby made a part hereof, this ordinance is 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.