Explanation
BACKGROUND:
This ordinance authorizes the Director of the Department of Technology (DoT) to enter into a contract with CDW Government, Llc, for the purchase of the Proofpoint secure email gateway solution, implementation, and solution training at a cost of $249,000.00. The coverage term period is one (1) year from the date of the purchase order confirmed/certified by the Columbus City Auditor's Office. Per the terms in the RFQ, the contract will not automatically renew but subject to mutual agreement, annual appropriation, and approval from proper City authorities, under the same terms and conditions the contract can be extended for two (2) additional one (1) year terms.
The Department has a need to purchase the Proofpoint solution to replace the current solution which is nearing end-of-life. Email is the leading vector for cyber-attacks against the City and when the current solution reaches end-of-life, it will no longer effectively protect the city against spam, and malicious email attacks.
The Department of Technology solicited proposals and published RFQ010244 for the purchase of a new secure email gateway solution on September 27, 2018. On October 11, 2018 at 1:00 p.m., proposals were received via the procurement portal. There were four (4) respondents. Award was delayed due to architecture questions introduced by other Department projects. The Department has reviewed architecture questions and determined the secure email gateway an appropriate architectural fit. 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 most responsive, responsible, and best bid.
Bidders: Average Score (Out of 100):
CDW Government, Llc 83 / 100
GMP Media Group 48 / 100
Softchoice 68 / 100
Sogeti USA 60 / 100
EMERGENCY:
Emergency action is requested to expedite authorization of this contract in order to facilitate and maintain uninterrupted services from the supplier and to establish a purchase order before the City Auditor's Office 2019 year end close date.
FISCAL IMPACT:
Funding for this project is budgeted and available within the Information Services Capital Improvement Fund, coming from Project Name: Enterprise System Upgrades-Security Program, Project Number: P470047-100002. The total cost associated with this ordinance is $249,000.00.
CONTRACT COMPLIANCE NUMBERS:
Vendor Name: CDW Government, Llc; F.I.D/C.C #: 36-4230110; Expiration Date: 01/31/2020
DAX Vendor Account #: 007352
Title
To authorize the Director of the Department of Technology (DoT) to enter into a contract with CDW Government, Llc, for the purchase of the Proofpoint secure email gateway solution, implementation, and solution training; to authorize the expenditure of $249,000.00 from the Department of Technology, Information Services Division, Information Services Capital Improvement Fund; and to declare an emergency. ($249,000.00)
Body
WHEREAS, this ordinance authorizes the Director of the Department of Technology (DoT) to enter into a contract with CDW Government, Llc, for the purchase of the Proofpoint secure email gateway solution, implementation, and solution training at a cost of $249,000.00. The coverage term period of this agreement shall be one (1) year from the date of the purchase order confirmed/certified by the Columbus City Auditor's Office. Per the terms in the RFQ, the contract will not automatically renew but subject to mutual agreement, annual appropriation, and approval from proper City authorities, under the same terms and conditions the contract can be extended for two (2) additional one (1) year terms; and
WHEREAS, the Department has a need to purchase the Proofpoint solution to replace the current solution which is nearing end-of-life. Email is the leading vector for cyber-attacks against the City and when the current reaches end-of-life it will no longer effectively protect the city against spam, and malicious email attacks; and
WHEREAS, the Department published RFQ010244 for the purchase of a new secure email gateway solution. Award was delayed due to architecture questions introduced by other Department projects. The Department has reviewed architecture questions and determined the secure email gateway an appropriate architectural fit; 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 (DoT) to enter into a contract with CDW Government, Llc, for the purchase of the Proofpoint secure email gateway solution, implementation, and solution training, 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 a contract with CDW Government, Llc, for the purchase of the Proofpoint secure email gateway solution, implementation, and solution training at a cost of $249,000.00. The coverage term period is one (1) year from the date of a purchase order certified/confirmed by the Columbus City Auditor's Office. Per the terms in the RFQ, the contract will not automatically renew but subject to mutual agreement, annual appropriation, and approval from proper City authorities, under the same terms and conditions the contract can be extended for two (2) additional one (1) year terms.
SECTION 2: That the expenditure of $249,000.00 or so much thereof as may be necessary is hereby authorized to be expended from (please see attachment 2929-2019 EXP):
Dept./Div.: 47-02 | Fund: 5105 | Subfund: 000000 | Procurement Category: Engineering and Research and Technology Based Services | Project Name: Enterprise System Upgrades - Security Program | Project Number: P470047-100002 | Object Class: 06 | Main Account: 66530 | Program Code: CW001 | Section 3: 470201 | Section 4: IT01 | Section 5: N/A | Amount: $7,500.00 (Training Services)
Dept./Div.: 47-02 | Fund: 5105 | Subfund: 000000 | Procurement Category: Engineering and Research and Technology Based Services | Project Name: Enterprise System Upgrades - Security Program | Project Number: P470047-100002 | Object Class: 06 | Main Account: 66530 | Program Code: CW001 |Section 3: 470201 | Section 4: IT01 | Section 5: N/A | Amount: $241,500.00 (Software)
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.