Explanation
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 a new Hyper Converged Infrastructure (HCI) solution manufactured by Dell Technologies and provided by CDWG as the value added reseller. The proposed contract will provide for the purchase of (HCI) solution hardware, software, parts, support and professional services via Catalog listed items for the 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 total cost of this initial contract is $2,860,943.40 which consists of the following: (VXRail hardware - $1,273,954.50, VXRail software - $320,993.30, VX Rail software/hardware maintenance and support for 5yrs. - $788,475.50, and professional services - $477,520.10). The contract coverage term period for the project will start 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 on the project "go-live date" which is not known at this time.
In the existing converged infrastructure model, the storage and server infrastructure had been implemented with multiple manufacturers. Hyper Converged Infrastructure is a new technology that consolidates the Server and Storage infrastructure into a single platform supported by a single manufacturer. The HCI also offers an automated scale out model to expand rapidly with the City’s future needs on compute resources.
The intended use of the requested funds is to design, implement, and support the City's Data center server and storage platforms. The platform implementation consists of a number of hardware, software, licenses and professional services necessary to replace the City’s existing converged Infrastructure to adopt HCI to become a software defined datacenter (SDDC) platform, professional services for implementation of the solution, and software maintenance for the first 5 years. The SDDC 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 utilize a centralized modern Data Center and network fabric that can support Hyper converged Infrastructure (HCI), Internet of things (IoT) Machine Network, Enhanced Security with Next Gen Firewall (NGFW) and Smart City Initiatives throughout the City.
On May 22nd, 2019, using a Request for Proposal process, the Department of Technology published, RFQ012538 for procurement of a Hyper Converged infrastructure (HCI) solution. Three submissions (AHEAD, CBTS, CDWG) were received in response to the solicitation. The evaluation was conducted by five committee members. The Department of Technology received two comparable proposals after evaluation, proof of concept, and the request for best and final offer ultimately deemed CDWG as the most responsible, responsive, and best offer. Therefore the recommendation is that the contract be awarded to CDW Government, LLC. (See attachment 2928-2019 Award Recommendation letter).
This ordinance also authorizes the transfer of appropriation and cash between projects within the Information Services Bond Fund, and will amend the 2019 Capital Improvement Budget (CIB). Finally, this ordinance also transfers $216,042.30 from personnel to services to fund the balance of this contract not funded by capital dollars. In the second quarter financial review, a surplus in excess of $600,000 was projected in personnel. Since $550,000 was initially projected for this contract renewal, these surplus funds are being used to offset the difference.
EMERGENCY:
Emergency action is requested to expedite authorization of this contract and purchase order so that the HCI project can start at the earliest possible date.
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, coming from Projects carryover funds as identified in Section 2 being transferred to: HCI Solution, Project Number: P470079-100000, Amount: $2,644,901.10. Operating funds totaling $216,042.30, being transferred from personnel to services, are also available for this purpose. The total cost associated with this ordinance is $2,860,943.40.
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 amend the 2019 Capital Improvement Budget; to authorize the transfer of appropriation and cash between projects; to transfer $216,042.30 from object class 01 (personnel) to object class 03 (services) to fund the balance of the contract not funded by capital dollars; 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 a new Hyper Converged Infrastructure (HCI) solution manufactured by Dell Technologies; to authorize the expenditure of $2,644,901.10 from the Department of Technology, Information Services Division, Information Services Capital Improvement Fund; to authorize the expenditure of $216,042.30 from the Information Services Division Operating Fund; and to declare an emergency. ($2,860,943.40)
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 a new Hyper Converged Infrastructure (HCI) solution manufactured by Dell Technologies; and
WHEREAS, the proposed contract will provide for the purchase of (HCI) solution 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; and
WHEREAS, this ordinance authorizes the Director of the Department of Technology (DoT) to enter into contract to acquire a new Hyper Converged Infrastructure (HCI) solution manufactured by Dell Technologies, with CDW Government, LLC (as the valued added reseller) in the amount of $2,860,943.40 which consists of: VXRail hardware - $1,273,954.50, VXRail software - $320,993.30, VX Rail software/hardware maintenance and support for 5yrs. - $788,475.50, and professional services - $477,520.10). The contract coverage term period for the project will begin 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 on the project "go-live date" which is not known at this time; and
WHEREAS, the Department of Technology (DoT) through utilization of a Request for Proposal process published on May 22nd 2019 and closed June 28th 2019 a solicitation (RFQ012538) for purchase of a Hyper Converged Infrastructure (HCI) solution; received 3 response to the solicitation. The Department of Technology received two comparable proposals after evaluation, proof of concept, and the request for best and final offer ultimately deemed CDWG as the most responsible, responsive, and best offer, and therefore recommended the contract award; and
WHEREAS, the intended use of the requested funds is to design, implement, and support the City's Data center server and storage platforms. Hyper Converged Infrastructure is a new technology that consolidates the Server and Storage infrastructure into a single platform supported by a single manufacturer. The HCI also offers an automated scale out model to expand rapidly with the City’s future needs on compute resources.
WHEREAS, this ordinance also authorizes the transfer of appropriation and cash between projects within the Information Services Bond Fund, and will amend the 2019 Capital Improvement Budget (CIB); and
WHEREAS, this ordinance also transfers funds between personnel and services in the Information Services Division Operating fund for the above stated purpose; 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 contract with CDWG for the purchase of a Hyper Converged Infrastructure (HCI) solution for implementation with the HCI 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 a new Hyper Converged Infrastructure (HCI) solution. This contract will provide for the purchase of HCI solution hardware, software, parts, and professional services via 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 (DoT) is authorized to enter into a contract to acquire a new Hyper Converged Infrastructure (HCI) solution manufactured by Dell Technologies, with CDW Government, LLC (as the valued added reseller) in the amount of $2,860,943.40 (which consists of: VXRail hardware - $1,273,954.50, VXRail software - $320,993.30, VX Rail software/hardware maintenance and support for 5yrs. - $788,475.50, and professional services - $477,520.10). The contract coverage term period for the project will start 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 on the project "go-live date" which is not known at this time.
SECTION 3: That the 2019 Capital Improvement Budget is hereby amended as follows to account for appropriations and transfer of funds between projects:
Department of Technology, Information Services Dept./Div. 47-02
Information Services Bonds Fund (carryover)/Fund: #5105: Sub- Fund #:000000
Project Name/Number/Subfund Current CIB Amount Revised Amount Amount Change
47-02 Data Ctr. Facility Upgrades:
P470031-100000 /carryover / $ 355,642 $ 0 ($355,642)
47-02 City Hall Data Ctr. Facility Upgrades:
P470031-100002 /carryover / $ 30,000 $ -0- ($ 30,000)
47-02 ESU- Security Program:
P470047-100002 /carryover / $ 250,000 $ 0 ($250,000)
47-02 Enterprise Sys. Proj.- Asset Mgmt.:
P470047-100003 /carryover / $ 190,000 $ -0- ($190,000)
47-02 ESU- Applications.:
P470047-100011 /carryover / $ 158,146 $ -0- ($158,146)
47-02 E-Gov Initiative Mobile App.:
P470050-100001 /carryover / $ 268,264 $ -0- ($268,264)
47-02 Network Improvements:
P470067-100000 /carryover / $ 504,720 $ -0- ($504,720)
47-02 Enterprise System Upgrades:
P470047-100000 /carryover / $ 528,429 $ -0- ($528,429)
HCI Solution:
P470079-100000 /carryover / $ 0 $2,285,201 $2,285,201
47-02 Enterprise System Upgrades:
P470047-100000 /Info Services / $ 1,355,000 $995,299 ($359,701)
HCI Solution:
P470079-100000 /Info Services / $ 0 $359,701 $359,701
SECTION 4: That the City Auditor is hereby authorized and directed to transfer funds and appropriations within the Information Services Bonds Fund as follows:
Transfer from:
Dept./Div.: 47-02| Fund: 5105| Subfund: N/A| Project Name: Data Center Facility Upgrades| Project Number: P470031-100000 (Carryover) | Program Code: CW001| Object Class: 06 | Main Account: 66530| Amount: $ 355,641.50
Dept./Div.: 47-02| Fund: 5105| Subfund: N/A| Project Name: City Hall Data Center Facility Upgrades| Project Number: P470031-100002 (Carryover) | Program Code: CW001| Object Class: 06 | Main Account: 66530| Amount: $30,000.00
Dept./Div.: 47-02| Fund: 5105| Subfund: N/A| Project Name: Enterprise System Upgrade - Security Program| Project Number: P470047-100002 (Carryover) | Program Code: CW001| Object Class: 06 | Main Account: 66530| Amount: $250,000.00
Dept./Div.: 47-02| Fund: 5105| Subfund: N/A| Project Name: Enterprise System Project- Asset Mgmt.| Project Number: P470047-100003 (Carryover) | Program Code: CW001| Object Class: 06 | Main Account: 66530| Amount: $190,000.00
Dept./Div.: 47-02| Fund: 5105| Subfund: N/A| Project Name: Enterprise System Upgrade- Applications| Project Number: P470047-100011 (Carryover) | Program Code: CW001| Object Class: 06 | Main Account: 66530| Amount: $158,146.00
Dept./Div.: 47-02| Fund: 5105| Subfund: N/A| Project Name: E-Gov Initiative Mobile Application| Project Number: P470050-100000 (Carryover) | Program Code: CW001| Object Class: 06 | Main Account: 66530| Amount: $268,263.81
Dept./Div.: 47-02| Fund: 5105| Subfund: N/A| Project Name: Network Improvements| Project Number: P470067-100000 (Carryover) | Program Code: CW001| Object Class: 06 | Main Account: 66530| Amount: $504,720.00
Dept./Div.: 47-02| Fund: 5105| Subfund: N/A| Project Name: Enterprise System Upgrade| Project Number: P470047-100000 | Program Code: CW001| Object Class: 06 | Main Account: 66530| Amount: $888,129.79
Transfer To:
Dept./Div.: 47-02| Fund: 5105| Subfund: N/A| Project Name: Enterprise System Upgrades| Project Number: P470079-100000 (Carryover) | Program Code: CW001| Object Class: 06 | Main Account: 66530| Amount: $2,644,901.10
SECTION 5: That the transfer of $216,042.30 from object class 01 to object class 03 be undertaken as follows (see 2928-2019EXP):
FROM:
Div.: 47-02 | Fund: 5100 | SubFund: 510001| Obj. Class.: 01 | Main Acct.: 61101 | Program: IT020| Section 3: n/a | Section 4: n/a | Section 5: n/a | Amount: $216,042.30 |
TO:
Div.: 47-02 | Fund: 5100 | SubFund: 510001| Obj. Class.: 03 | Main Acct.: 63946 | Program: IT005| Section 3: n/a | Section 4: n/a | Section 5: n/a | Amount: $216,042.30 |
SECTION 5: That the expenditure of $2,860,943.40, or so much thereof as may be necessary, is hereby authorized to be expended from: (See attachment: 2928-2019 EXP)
Dept./Div.: 47-02 | Fund: 5105 | Subfund: 000000 | Procurement Category: Information Technology Broadcasting and Telecommunications | Project Name: Enterprise System Upgrades | Project Number: P470079-100000 (Carryover) | Object Class: 06 | Main Account: 66530 | Program Code: CW001 |Section 3: 470201 | Section 4: IT01 | Section 5: N/A | Amount: $1,273,954.50 (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: P470079-100000 | Object Class: 06 | Main Account: 66530 | Program Code: CW001 |Section 3: 470201 | Section 4: IT01 | Section 5: N/A | Amount: $320,993.30 (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: P470079-100000 (Carryover) | Object Class: 06 | Main Account: 66530 | Program Code: CW001 |Section 3: 470201 | Section 4: IT01 | Section 5: N/A | Amount: $572,433.20 (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: P470079-100000 | Object Class: 06 | Main Account: 66530 | Program Code: CW001 |Section 3: 470201 | Section 4: IT01 | Section 5: N/A | Amount: $477,520.10 (Professional Services)
Dept./Div.: 47-02 | Fund: 5100 | Subfund: 510001 | Object Class: 03 | Main Account: 63946 | Program Code: IT005 |Section 3: NA | Section 4: NA | Section 5: N/A | Amount: $216,042.30 (Software/Hardware Maintenance and Support Services)
SECTION 6: 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 7: 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 8: 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 9: 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.