Explanation
BACKGROUND:
This ordinance authorizes the Director of the Department of Technology (DoT), to renew a (year 2 of a 3 year) contract with Brown Enterprise Solutions, LLC for Splunk software licensing maintenance and support services, for the coverage term period from July 21, 2019 through July 20, 2020, in the amount of $68,810.00.
The original contract for these services was procured in accordance with section 329.06 of Columbus City Code, pursuant to solicitation (RFQ009414 opened June 15, 2018), authorized under ordinance number 2048-2018, passed by City Council July 23, 2018, establishing PO129463. Brown Enterprise Solutions, LLC was the lowest, most responsive, responsible, and best bidder. In accordance with the bid specifications, subject to mutual agreement and approval of proper City authorities and under the same terms and conditions, the contract agreement can be extended for two (2) additional one year terms. This is the first of two (2) optional renewals/extensions.
The Department of Technology uses Splunk Enterprise, Splunk Enterprise Security, and Splunk IT Service Intelligence software to meet evolving security, compliance, and operational requirements. Splunk provides 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. Splunk also provides controls necessary to meet the City's regulatory compliance mandates including Criminal Justice Information Services Security Policy, Health Insurance Portability and Accountability Act, IRS Publication 1075, and Payment Card Industry Data Security Standard. These controls include audit log monitoring and retention, and protection of the log integrity.
EMERGENCY:
Emergency action is requested to expedite authorization of this contract in order to facilitate and maintain support services necessary to support daily operational activities.
CONTRACT COMPLIANCE NUMBER:
Vendor: Brown Enterprise Solutions, LLC; CC#: 90-0353698; Expiration Date: 01/31/2021
(DAX Vendor Acct.#: 010668)
FISCAL IMPACT:
In 2017 the Department of Technology expended $708,338.33 (via Ord. No. 1425-2017) for the purchase of Splunk software licensing, software maintenance and support, professional services, training and computer equipment (hardware, maintenance and support services). In 2018, $70,141.35 was legislated for software licensing support. The total cost of this ordinance (2019) is $68,810.00 for Splunk software licensing support services to be provided by Brown Enterprise Solutions, LLC. Funds for this expense have been budgeted within the Department of Technology, Information Services Division, Information Services Operating Fund.
Title
To authorize the Director of the Department of Technology to renew a contract with Brown Enterprise Solutions, LLC for Splunk software licensing maintenance and support services; to authorize the expenditure of $68,810.00 from the Department of Technology, Information Services Division, Information Services Operating Fund; and to declare an emergency. ($68,810.00)
Body
WHEREAS, this ordinance authorizes the Director of the Department of Technology (DoT), to renew a (year 2 of a 3 year) contract with Brown Enterprise Solutions, LLC for Splunk software licensing maintenance and support services, for the coverage term period from July 21, 2019 through July 20, 2020, in the amount of $68,810.00; and
WHEREAS, these services were procured in accordance with section 329.06 of Columbus City Code, pursuant to solicitation RFQ009414 opened June 15, 2018. Brown Enterprise Solutions, LLC was the lowest, most responsive, responsible, and best bidder. In accordance with the bid specifications, subject to mutual agreement and approval of proper City authorities and under the same terms and conditions, the contract agreement can be extended for two (2) additional one year terms with this being the first of two (2) optional renewals/extensions; and
WHEREAS, after this renewal is executed, the contract agreement can be extended/renewed annually for one (1) more additional one (1) year terms subject to mutual agreement and approval of proper City authorities; and
WHEREAS, the Department of Technology uses Splunk Enterprise, Splunk Enterprise Security, and Splunk IT Service Intelligence software to meet evolving security, compliance, and operational requirements that provides 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. Splunk also provides controls necessary to meet the City's regulatory compliance mandates including Criminal Justice Information Services Security Policy, Health Insurance Portability and Accountability Act, IRS Publication 1075, and Payment Card Industry Data Security Standard; 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 renew a contract with Brown Enterprise Solutions, LLC for Splunk software licensing maintenance and support services, for the immediate preservation of the public health, peace, property, and safety: 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 renew a contract with Brown Enterprise Solutions, LLC for Splunk software licensing maintenance and support services, for the coverage term period from July 21, 2019 through July 20, 2020, in the amount of $68,810.00. After this renewal is executed, the contract can be extended/renewed annually for one (1) more additional one (1) year terms subject to mutual agreement and approval of proper City authorities.
SECTION 2. That the expenditure of $68,810.00 or so much thereof as may be necessary is hereby authorized to be expended from (see attachment 1440-2019 EXP):
Dept.: 47 | Div.: 47-02 | Obj Class: 03 | Main Account: 63946 | Fund: 5100 | Sub-fund: 510001 | Program Code:IT005 | Section 3:470201 | Section 4:IT04 | Section 5: N/A | Amount: $43,296.00 |
Dept.: 47 | Div.: 47-02 | Obj Class: 03 | Main Account: 63946 | Fund: 5100 | Sub-fund: 510001 | Program Code:IT005 | Section 3:470201 | Section 4:IT04 | Section 5: N/A | Amount: $13,916.00 |
Dept.: 47 | Div.: 47-02 | Obj Class: 03 | Main Account: 63946 | Fund: 5100 | Sub-fund: 510001 | Program Code:IT005 | Section 3:470201 | Section 4:IT04 | Section 5: N/A | Amount: $11,598.00 |
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 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.