Explanation
BACKGROUND:
This ordinance authorizes the Director of the Department of Technology (DoT) to enter into a two (2) year contract with options to renew for two additional one year terms with CDW Government, LLC and (subject to mutual agreement and approval of the proper City authorities) for the purchase of VMware software and software licensing support. The proposed contract will provide for the purchase of VMware Catalog listed items for City of Columbus information technology infrastructure services. The City may purchase any item(s) or group of like item(s) in the catalog and/or price list from CDW Government, LLC after a purchase order for the listed items has been issued. The City of Columbus, Department of Technology (DoT) is modernizing the city’s computer infrastructure. This contract agreement will optimize the city’s ability to purchase VMWare software and support throughout this effort.
This ordinance also authorizes DoT to make a purchase off of the catalog in the amount of $1,137,273.62 for software and software licensing support to implement a project to modernize the city’s computer infrastructure. The coverage term period for the purchase of the software will be from the date of a purchase order certified/confirmed by the Columbus City Auditors Office. The coverage term period for the software maintenance and support for the VMWare software licensing is one (1) year from the receipt date of the software licenses.
The Department of Technology solicited proposals for RFQ012824 to establish a Purchasing Agreement (PA) to purchase VMware software and support. The proposed contract will provide for the purchase of software and support from the VMware Catalog listed for City of Columbus information technology infrastructure services. On July 10, 2019 at 11:00 a.m., proposals were received via the procurement portal. There were three respondents. Per the terms in the RFQ, a committee reviewed all responses and CDW Government was awarded based on the best and highest scored proposal. After review of the proposals received, the recommendation is that the award be made to CDW Government, LLC for proposing the lowest responsive, responsible, and best bid.
Bidders: Average Score (Out of 100):
CDW Government, LLC 84 / 100
Dell 76 / 100
Link 28 / 100
EMERGENCY:
Emergency action is requested to expedite authorization of this contract in order to facilitate and maintain uninterrupted services from the supplier.
FISCAL IMPACT:
The funds for this purchase have been identified and are available within the Department of Technology, Information Services Division, Information Services Capital Improvement Fund, Project Name: Enterprise System Upgrade, Project Number P470047-100000.
CONTRACT COMPLIANCE:
Vendor Name: CDW Government, LLC C.C#/F.I/D. #: 36-4230110 Expiration Date: 01/31/2020
(DAX Vendor Acct. #: 007352)
Title
To authorize the Director of the Department of Technology (DoT) to enter into a two (2) year contract with options to renew for two additional one year terms with CDW Government, LLC to provide for the purchase of VMware Catalog listed items for City of Columbus information technology infrastructure services; to authorize the expenditure of $1,137,273.62 for the purchase of VMware software and support to implement a project to modernize the city’s computer infrastructure from the Department of Technology, Information Services Division, Information Services Capital Improvement Fund; and to declare an emergency. ($1,137,273.62)
Body
WHEREAS, this ordinance authorizes the Director of the Department of Technology (DoT) to enter into a two (2) year contract with options to renew for two additional one year terms with CDW Government, LLC and (subject to mutual agreement and approval of the proper City authorities) for the purchase of VMware software and software licensing support; and
WHEREAS, the proposed contract will provide for the purchase of VMware Catalog listed items for City of Columbus information technology infrastructure services. The City may purchase any item(s) or group of like item(s) in the catalog and/or price list from the successful bidder after a purchase order for the listed items has been issued; and
WHEREAS, this ordinance also authorizes the Director of DoT to make a purchase off of the catalog in the amount of $1,137,273.62 for software and support to implement a project to modernize the city’s computer infrastructure. The coverage term period for the purchase of the software licenses will be from the date of a purchase order certified/confirmed by the Columbus City Auditors Office. The coverage term period for the maintenance and support for the VMWare software licensing is one (1) year from the receipt date of the software licenses.
WHEREAS, the Department of Technology solicited proposals via RFQ012824 to establish a Purchasing Agreement (PA) to purchase from a VMware Catalog, VMware software, and software licensing support; and on July 10, 2019 received three proposals that were reviewed by a committee with CDW Government, LLC recommended to be awarded the contract; 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 the Department of Technology to enter into a two (2) year contract with options to renew for two additional one year terms with CDWG for the purchase of VMware software and software licensing support and authorizes the Technology Director to purchase off of the catalog for software and support to implement a project to modernize the city’s computer infrastructure, thereby protecting 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 a two (2) year contract with options to renew for two additional one year terms with CDW Government, LLC and (subject to mutual agreement and approval of the proper City authorities) for the purchase of VMware software and software licensing support. This contract will provide for the purchase of VMware Catalog listed items for City of Columbus information technology infrastructure services. The City may purchase any item(s) or group of like item(s) in the catalog and/or price list from CDW Government, LLC after a purchase order for the listed items has been issued.
SECTION 2: That the Director of the Department of Technology be and is hereby authorized to make a purchase off of the catalog in the amount of $1,137,273.62 for software and software maintenance support to implement a project to modernize the city’s computer infrastructure. The coverage term period for the purchase of the software licenses will be from the date of a purchase order certified/confirmed by the Columbus City Auditors Office. The coverage term period for the maintenance and support for the VMWare software licensing is one (1) year from the receipt date of the software licenses.
SECTION 3: That the expenditure of $1,137,273.62, or so much thereof as may be necessary, is hereby authorized to be expended from: (See attachment: 2788-2019 EXP)
Dept./Div.: 47-02 | Fund: 5105 | Subfund: 000000 | Procurement Category: Enterprise 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: $1,137,273.62 (Software and software licensing support)
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 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 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 7: 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.