Explanation
BACKGROUND:
This ordinance authorizes the Director of the Department of Technology to enter into a contract with Vertiv Corporation for maintenance and related services on the City’s Uninterrupted Power Supply (UPS) systems. The City entered into an agreement (EL006410) for UPS maintenance services, authorized by ordinance 1160-2006. Last year, the agreement was continued by authority of ordinance 0808-2019, passed May 6, 2019, through purchase order PO172923. Approval of this ordinance will provide UPS maintenance services for the period April 19, 2020 to April 18, 2021, at a total cost of $67,810.48.
Although maintenance services for the UPS systems are available from other suppliers, Vertiv Corporation is the only factory authorized service provider for the UPS equipment used at the City's data centers. Where alternate providers of UPS services are required to utilize Liebert technicians, Vertiv Corporation's policy is to bill the end user directly and not the third party service provider; nor does Vertiv Corporation support third party organizations with technical back-up or guaranteed parts availability. Given the critical need for reliable UPS systems at the City's data centers, it is in the City's best interests to contract directly with Vertiv Corporation. As such, this ordinance is being submitted in accordance with the provisions of sole source procurement of the City of Columbus Code Chapter 329.
This ordinance will also authorize the Director of the Department of Technology to enter into a contract agreement with Vertiv Corporation for additional equipment; heating, cooling and ventilation (HVAC), Automatic Transfer Switch (ATS), Generators maintenance and support services with a coverage term period of 4/19/2020 through 4/18/2021, in the amount of $49,051.04. Last year, the agreement was authorized under ordinance 0808-2019, passed May 6, 2019, through purchase order PO172924.
As a result of various system and equipment failures/malfunctions at the City's Data Center, the Department of Technology (DoT) has selected one (1) comprehensive vendor with the expertise to manage all equipment under one (1) umbrella contract. Previously there were five (5) separate vendors/contracts performing routine maintenance and support services which were not cost effective nor efficient. The HVAC, Automatic Transfer Switch (ATS), Generators maintenance and support services are interconnected and all support will now be performed/provided by one (1) vendor under one (1) streamlined contract increasing efficiency. For the reasons stated, this ordinance requests to waive the competitive bidding provisions in accordance with section 329 of the Columbus City Code to enter into the contract for additional equipment; HVAC, Automatic Transfer Switch (ATS), Generators maintenance and support services.
This ordinance will also authorize additional funding in the amount of $15,000.00 for the true-up for 2019-2020 contract service calls associated with this contract and also allow for the extension and use of any remaining unspent/existing balances on an existing purchase order PO173554 ($9,836.03) so that outstanding invoices can be paid. This PO was previously authorized by Ord. No. 0808-2019 passed by the Columbus City Council on 5/6/2019.
Additionally, this ordinance authorizes contingency funding in the amount of $60,000.00 for unforeseen circumstances, replacement parts and maintenance services and/or additional travel not covered in the maintenance contract agreements.
The total amount of funding being requested via this ordinance is $191,861.52.
EMERGENCY:
Emergency action is requested to expedite authorization of this contract in order to facilitate and maintain uninterrupted services from the supplier.
FISCAL IMPACT:
During fiscal years 2018 and 2019, the amounts of $150,873.19 and $157,258.04 were legislated respectively for maintenance support and related services for the Uninterrupted Power Supply (UPS) systems, HVAC system and various other equipment contracts. Funding for the 2020-2021 UPS contract in the amount of $67,810.48, the 2020-2021 HVAC system and various other equipment contracts in the amount of $49,051.04, contingency funds in the amount of $60,000.00, and additional funds for the true-up for 2019-2020 contract service calls in the amount of $15,000.00, for a grand total funding request of $191,861.52 are budgeted and available within the Department of Technology, Information Services Division, Information Services Operating Fund.
CONTRACT COMPLIANCE NUMBER:
Vendor Name: Vertiv Corporation; C.C#/F.I.D#: 31-0715256; Expiration Date: 04/12/2021
(DAX Vendor Acct#: 025728)
Title
To authorize the Director of the Department of Technology to enter into contracts with Vertiv Corporation, for annual maintenance and related services associated with the Uninterrupted Power Supply (UPS) systems; to authorize the Director of the Department of Technology to enter into contract with Vertiv Corporation for heating, cooling and ventilation (HVAC) system and various equipment maintenance; to waive the competitive bidding provisions of the Columbus City Code; in accordance with sole source provisions of Columbus City Code; to authorize additional funding for the true-up for 2019-2020 service calls and the extension and use of any remaining unspent/existing balance on a previously authorized purchase order so that outstanding invoices can be paid; to authorize the expenditure of $191,861.52, including contingency funds, from the Department of Technology, Information Services Division, Information Services Operating Fund; and to declare an emergency. ($191,861.52)
Body
WHEREAS, the Department of Technology has a need to enter into a contract with Vertiv Corporation, for annual maintenance and related services associated with the Uninterruptible Power Supply (UPS) systems, utilized by the Department of Technology for the period of 4/19/2020 through 4/18/2021, at a cost of $67,810.48; and
WHEREAS, although maintenance service for the UPS systems are available from other suppliers, Vertiv Corporation is the only factory authorized service provider for the UPS equipment used at the City's data centers, so given the critical need for reliable UPS systems at the City's data centers, it is in the City's best interests to contract directly with Vertiv Corporation, therefore this ordinance is being submitted in accordance with the provisions of Sole Source procurement of the City of Columbus Code, Chapter 329; and
WHEREAS, this ordinance will also authorize the Director of the Department of Technology to enter into a contract with Vertiv Corporation for maintenance and support services for the HVAC system and various other equipment, with a coverage term period of 4/19/2020 through 4/18/2021, in the amount of $49,051.04; and
WHEREAS, it is in the City's best interest to waive the competitive bidding provisions of Chapter 329 of the Columbus City Code to enter into the contract for HVAC maintenance and support services; and
WHEREAS, this ordinance authorizes contingency funding in the amount of $60,000.00 for unforeseen circumstances, replacement parts and maintenance services, and/or additional travel not covered in the maintenance contract agreements; and
WHEREAS, this ordinance will also authorize additional funding in the amount of $15,000.00 for the true-up for 2019-2020 service calls associated with this contract and also allow for the extension and use of any remaining unspent/existing balances on an existing purchase order PO173554 ($9,836.03) so that outstanding invoices can be paid. This PO was previously authorized by Ord. No. 0808-2019 passed by the Columbus City Council on 5/6/2019; and
WHEREAS, the total amount of funding being requested via this ordinance is $191,861.52; 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 enter into a contract agreements with Vertiv Corporation, in order to provide uninterrupted services associated with the Uninterruptible Power Supply (UPS) systems, maintenance and support services for the heating, cooling and ventilation (HVAC) system and various other equipment utilized at the City’s data centers , thereby preserving the public health, peace, property, safety, and welfare; NOW, THEREFORE:
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That this ordinance will authorize additional funding in the amount of $15,000.00 for the true-up for 2019-2020 contract service calls and also allow for the extension and use of any remaining unspent/existing balances on an existing purchase order PO173554 ($9,836.03) so that outstanding invoices can be paid. This PO was previously authorized by Ord. No. 0808-2019 passed by the Columbus City Council on 5/6/2019.
SECTION 2. That the Director of the Department of Technology be and is hereby authorized to enter into contracts with Vertiv Corporation, for annual maintenance and related services associated with the Uninterruptible Power Supply (UPS) systems, utilized by the Department of Technology with a coverage period of 4/19/2020 through 4/18/2021, in the amount of $67,810.48 in accordance with the sole source provisions of Chapter 329 of the Columbus City Code.
SECTION 3. That the Director of the Department of Technology be and is hereby authorized to enter into contract with Vertiv Corporation for additional equipment; the heating, cooling and ventilation (HVAC) system, Automatic Transfer Switch (ATS), Generators and various other equipment with a coverage term period of 4/19/2020 through 4/18/2021, in the amount of $49,051.04.
SECTION 4. That the Director of the Department of Technology be and is hereby authorized to establish contingency funds in the amount of $60,000.00 for unforeseen circumstances, replacement parts and maintenance services and/or additional travel not covered in the maintenance agreements. The total amount of funding being requested via this ordinance is $191,861.52.
SECTION 5. That the expenditure of $191,861.52, or so much thereof as may be necessary, is hereby authorized to be expended from: (see attachment 0665-2020 EXP)
Dept: 47 |Div.: 47-02|Obj Class: 03 |Main Account: 63260|Fund: 5100 |Sub-fund:510001|Program: IT005|Section 3: N/A| Section 4: N/A| Amount: $15,000.00| {True-up for 2019-2020 Service Calls}
Dept: 47 |Div.: 47-02|Obj Class: 03 |Main Account: 63260|Fund: 5100 |Sub-fund:510001|Program: IT005|Section 3: N/A| Section 4: N/A| Amount: $67,810.48| {Maintenance Services - UPS/Machinery & Equipment}
Dept: 47 |Div.: 47-02|Obj Class: 03 |Main Account: 63260|Fund: 5100 |Sub-fund:510001|Program: IT005|Section 3: N/A| Section 4: N/A| Amount: $49,051.04| {Maintenance Services - HVAC/Machinery & Equipment}
Dept: 47 |Div.: 47-02|Obj Class: 02 |Main Account: 62010|Fund: 5100 |Sub-fund:510001|Program: IT016|Section 3: N/A| Section 4: N/A| Amount: $30,000.00| {T & M Contingency Funds}
Dept: 47 |Div.: 47-02|Obj Class: 03 |Main Account: 63260|Fund: 5100 |Sub-fund:510001|Program: IT005|Section 3: N/A| Section 4: N/A| Amount: $30,000.00| {T & M Contingency Funds}
SECTION 6. That the City Auditor is authorized to make any accounting changes to revise the funding source for any contract 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 this contract was established in accordance with the sole source provisions of the Columbus City Codes Chapter 329 for the annual maintenance and related services associated with the Uninterrupted Power Supply (UPS).
SECTION 9. That this Council finds it in the City's best interest to waive the competitive bidding provisions of the Columbus City Codes Chapter 329 to enter into the contract for HVAC maintenance and support services.
SECTION 10. 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 nor vetoes the same.