Explanation
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.
Email is the primary vector threat actors use to attack City employees and computer systems. DoT uses Proofpoint as the primary protection for City email. This ordinance authorizes renewing an existing contract with CDW Government, LLC, the first of two (2) optional renewals, for a one-year term, beginning on December 23, 2020 and ending on December 22, 2021 at a cost of $254,525.00.
The initial contract was authorized last year, via Ordinance 2929-2019, which passed on December 9, 2019. DoT solicited quotations for the above-described services through the publishing of RFQ010244. Per the terms in the RFQ, a committee reviewed all responses and CDW Government was awarded the contract, having submitted the highest scoring proposal. Contract terms allow for two (2) additional one-year terms, subject to mutual agreement and the approval of proper City authorities. This ordinance authorizes the first of two available renewals only. Late next year, the department will submit legislation to City Council to authorize the second (and final) renewal for the same price as this year's renewal.
FISCAL IMPACT
Funding for this project is budgeted and available within the Information Services Operating Fund. The total cost associated with this ordinance is $254,525.00.
EMERGENCY
Emergency action is requested to expedite authorization of this contract to ensure uninterrupted services from the supplier and to allow time for the establishment a purchase order before the City Auditor's Office 2020 year end close.
CONTRACT COMPLIANCE
DAX #: 007352
Contract Compliance #: 36-4230110, Expires 2/12/2022
Title
To authorize the Director of the Department of Technology to renew a contract with CDW Government, LLC, for the purchase of the Proofpoint secure email gateway solution; to authorize the expenditure of $254,525.00 from the Department of Technology, Information Services Division, Information Services Operating Fund; and to declare an emergency. ($254,525.00)
Body
WHEREAS, in 2019, the Department of Technology entered into contract with CDW Government, Llc, to obtain the Proofpoint secure email gateway solution; and
WHEREAS, the original contract authorized two- one year renewal options; and
WHEREAS, during the fourth quarter of 2021, the department will submit legislation to City Council to authorize the second, and final renewal of this contract, for the same price as this year's renewal based on CDW Government's bid; and
WHEREAS, the Department of Technology wishes to exercise the first of the two renewal options, to continue the above-described contract for one year, beginning on December 23, 2020 and ending on December 22, 2021 at a cost of $254,525.00; 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 (DoT) to renew a contract with CDW Government, LLC, to obtain the Proofpoint secure email gateway solution to ensure uninterrupted services from the supplier , 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 renew an existing contract with CDW Government, LLC, to continue the Proofpoint secure email gateway solution, at a cost of $254,525.00, for a one-year term, beginning on December 23, 2020 and ending on December 22, 2021.
SECTION 2. That the expenditure of $254,525.00, or so much thereof as may be necessary is hereby authorized to be expended as follows in the attachment to this ordinance. (see 2631-2020EXP)
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 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.