Explanation
BACKGROUND:
This legislation will authorize the Director of the Department of Technology (DoT) to enter into contract with Cadenza, LLC for the purchase of a new Datacenter Network solution, in the amount of $1,531,033.72 (which consists of the following: software - $383,525.40, hardware - $578,960.20, software/hardware maintenance and support - $287,278.12, training - $19,800.00 and professional services - $261,470.00). The contract coverage term period for the project is one (1) year from the date of a purchase order certified/confirmed by the Columbus City Auditor's Office. The coverage term period for the software/hardware maintenance and support services starts one (1) year from the project "go-live date" which is not known at this time. The intended use of the requested funding is to design, procure, implement, and support the City's core Data center networking platform. The platform consists of a number of hardware, software, licenses and professional implementation services necessary to replace the City’s core Data center network equipment, implement technologies to adopt a software defined networking (SDN) platform, professional services for implementation of the platform, and software maintenance for the first year of a five (5) year term. The SDN will be developed under the auspices of the Infrastructure & Operations (I&O) section of the DoT. The I&O section's mission is to enable and encourage City departments to provide a centralized modern Data center and network fabric that can support Hyper converged Infrastructure (HCI), Internet of things (IoT) Machine Network, and Smart City Initiatives throughout the City.
On August 31, 2018 at 11:00am the Department of Technology (DoT), through the utilization of a Request for Proposal process, received four (4) bids in response to RFQ010007 for the purchase of Core Network Hardware and Software. After review of the four (4) bid proposals received, the recommendation is that the award be made to Cadenza, LLC who scored the highest of all the proposals received.
Vendors: Final Score/Final Bid Amount:
Cadenza, LLC 98.0 / $1,531,033.72
CDW-G 82.3 / $1,852,014.00
AHEAD 68.0 / $2,381,631.31
Softchoice NA / Non-Finalist
The services being purchased were competitively bid in RFQ010007. The proposal submitted by the Cadenza, LLC was selected and provided pricing at $1,531,033.72. The total cost includes the following: software - $383,525.40, hardware - $578,960.20, software/hardware maintenance and support - $287,278.12, training - $19,800.00 and professional services - $261,470.00).
EMERGENCY:
Emergency action is requested to expedite authorization of this contract in order to facilitate and maintain uninterrupted services from the supplier.
FISCAL IMPACT:
Approval of this ordinance will allow for the expenditure of $1,531,033.72 for the purchase of a new Datacenter Network solution. Funding for this project is budgeted and available within the Information Services Capital Improvement Fund, coming from Project Name: Enterprise System Upgrades, Project Number: P470047-100000 (Carryover), Amount: $881,848.00; and Project Name: Enterprise System Upgrades, Project Number: P470047-100000, Amount: $649,185.72. The total cost associated with this ordinance is $1,531,033.72.
CONTRACT COMPLIANCE NUMBERS:
Vendor Name: Cadenza, LLC; F.I.D/C.C #: 26 - 4637349; Expiration Date: 06/07/2020
DAX Vendor Account #: 025814
Title
To authorize the Director of the Department of Technology (DoT) to enter into contract with Cadenza, LLC for the purchase of a new Datacenter Network solution; to authorize the expenditure of $1,531,033.72 from the Department of Technology, Information Services Division, Information Services Capital Improvement Fund; and to declare an emergency. ($1,531,033.72)
Body
WHEREAS, this ordinance will authorize the Director of the Department of Technology (DoT) to enter into contract with Cadenza, LLC for the purchase of a new Datacenter Network solution, in the amount of $1,531,033.72 (which consists of the following: software - $383,525.40, hardware - $578,960.20, software/hardware maintenance and support - $287,278.12, training - $19,800.00 and professional services - $261,470.00). The contract coverage term period for the project is one (1) year from the date of a purchase order certified/confirmed by the Columbus City Auditor's Office. The coverage term period for the software/hardware maintenance and support services starts one (1) year from the project "go-live date" which is not known at this time. The intended use of the requested funding is to design, procure, implement, and support the City's core Data center networking platform; and
WHEREAS, on August 31, 2018, the Department of Technology (DoT), through the utilization of a Request for Proposal process, received four (4) bids in response to RFQ010007 for the purchase of core Network Hardware and Software. After review of the four (4) proposals, the recommendation was to award to Cadenza, LLC who scored the highest of all the proposals received; and
WHEREAS, this legislation will allow funding to be utilized for the design, procurement, implementation, and support the City's core Data center networking platform. The platform consists of a number of hardware, software, licenses and professional implementation services necessary to replace the City’s core Data center network equipment, implement technologies to adopt a software defined networking (SDN) platform, professional services for implementation of the platform, and software maintenance for the first 5 years; and
WHEREAS, the software defined networking (SDN) platform will be developed under the auspices of the Infrastructure & Operations (I&O) section of the Department of Technology (DoT). The I&O section's mission is to enable and encourage City departments to provide a centralized modern Data center and network fabric that can support Hyper converged Infrastructure (HCI), Internet of things (IoT) Machine Network, and Smart City Initiatives throughout the City; and
WHEREAS, an emergency exists in the usual daily operations of the Department of Technology in that it is immediately necessary to authorize the Director of Technology to enter into contract with Cadenza, LLC for the purchase of a new Datacenter Network solution in order to facilitate and maintain uninterrupted services from the supplier, for the immediate preservation of the public peace, property, health, 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 (DoT) is authorized to enter into contract with Cadenza, LLC for the purchase of a new Datacenter Network solution, in the amount of $1,531,033.72 (which consists of the following: software - $383,525.40, hardware - $578,960.20, software/hardware maintenance and support - $287,278.12, training - $19,800.00 and professional services - $261,470.00). The contract coverage term period for the project is one (1) year from the date of a purchase order certified/confirmed by the Columbus City Auditor's Office. The coverage term period for the software/hardware maintenance and support services starts one (1) year from the project "go-live date" which is not known at this time. The intended use of the requested funding is to design, procure, implement, and support the City's core Data center networking platform, in the total amount of $1,531,033.72.
SECTION 2: That the expenditure of $1,531,033.72 or so much thereof as may be necessary is hereby authorized to be expended from (please see attachment 3334-2018 EXP):
Dept./Div.: 47-02 | Fund: 5105 | Subfund: 000000 | Procurement Category: Information Technology Broadcasting and Telecommunications | Project Name: Enterprise System Upgrades | Project Number: P470047-100000 (Carryover) | Object Class: 06 | Main Account: 66530 | Program Code: CW001 |Section 3: 470201 | Section 4: IT01 | Section 5: N/A | Amount: $578,960.20 (Hardware)
Dept./Div.: 47-02 | Fund: 5105 | Subfund: 000000 | Procurement Category: Engineering and Research and Technology Based Services | Project Name: Enterprise System Upgrades | Project Number: P470047-100000 (Carryover) | Object Class: 06 | Main Account: 66530 | Program Code: CW001 |Section 3: 470201 | Section 4: IT01 | Section 5: N/A | Amount: $287,278.12 (Software/Hardware Maintenance and Support Services)
Dept./Div.: 47-02 | Fund: 5105 | Subfund: 000000 | Procurement Category: Engineering and Research and Technology Based Services | Project Name: Enterprise System Upgrades | Project Number: P470047-100000 (Carryover) | Object Class: 06 | Main Account: 66530 | Program Code: CW001 |Section 3: 470201 | Section 4: IT01 | Section 5: N/A | Amount: $15,609.68 (Training Services)
Dept./Div.: 47-02 | Fund: 5105 | Subfund: 000000 | Procurement Category: Engineering and Research and Technology Based Services | Project Name: Enterprise System Upgrades | Project Number: P470047-100000 | Object Class: 06 | Main Account: 66530 | Program Code: CW001 | Section 3: 470201 | Section 4: IT01 | Section 5: N/A | Amount: $4,190.32 (Training Services)
Dept./Div.: 47-02 | Fund: 5105 | Subfund: 000000 | Procurement Category: Information Technology Broadcasting and Telecommunications | Project Name: Enterprise System Upgrades | Project Number: P470047-100000 | Object Class: 06 | Main Account: 66530 | Program Code: CW001 |Section 3: 470201 | Section 4: IT01 | Section 5: N/A | Amount: $383,525.40 (Software)
Dept./Div.: 47-02 | Fund: 5105 | Subfund: 000000 | Procurement Category: Engineering and Research and Technology Based Services | Project Name: Enterprise System Upgrades | Project Number: P470047-100000 | Object Class: 06 | Main Account: 66530 | Program Code: CW001 |Section 3: 470201 | Section 4: IT01 | Section 5: N/A | Amount: $261,470.00 (Professional Services)
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 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 5: 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 6: 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.