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File #: 1894-2021    Version: 1
Type: Ordinance Status: Passed
File created: 7/1/2021 In control: Technology Committee
On agenda: 7/19/2021 Final action: 7/22/2021
Title: To authorize the Director of the Department of Technology (DoT) to enter into a contract with Blue Apple Technologies, LLC for the purchase of Splunk software licensing, software implementation services, and training at a cost of $61,317.50 using the Enterprise System Upgrades-Security Project (P470075-10000) and for the purchase of Splunk software maintenance, support and professional services from the Department of Technology, Information Services Division, Information Services Operating Fund ($176,607.00) for a total cost of $237,924.50 and to declare an emergency ($237,924.50).
Code sections: 329 - Procurement of Goods and Services
Attachments: 1. RFQ018979 Splunk Award Letter 2021, 2. SPLUNK BID TAB RFQ018979, 3. Copy of 1894-2021 Exp.pdf

Explanation

 

BACKGROUND: 

This ordinance authorizes the Director of the Department of Technology (DoT) to enter into contract with Blue Apple Technologies, LLC for the purchase of Splunk software licensing, software implementation services, and training using the Enterprise System Upgrades-Security Project (P470075-10000) ($61,317.50)  and for the purchase of Splunk software maintenance, support and professional services from the Department of Technology, Information Services Division, Information Services Operating Fund ($176,607.00) for a total cost of $237,924.50

The Department of Technology uses Splunk software for continuous monitoring of computer systems for security and operational information and events, for after-the-fact investigation of computer system events and to meet compliance requirements for system auditing.

The Department published RFQ018979 for the purchase of Splunk software licensing, software implementation services, and training and in compliance with the requirements of Columbus City Codes, Chapter 329 and included two (2) options to renew. Two responses were received and after evaluation of both responses, award is made to Blue Apple Technologies, LLC as the lowest, most responsive bidder.

The term of this agreement shall be from July 21, 2021 through July 20, 2022.  This agreement is not subject to automatic renewal.  However, upon mutual agreement, to include same pricing and terms and conditions as those set forth, the services may be continued for two additional one-year terms.  Future renewals of this agreement shall require appropriation and authorization of funds by the Council of the City of Columbus solely in the event that the total annual expenditures under this contract exceed $50,000.00.  Otherwise, the appropriation and authorization of funds shall be processed through issuance of a Purchase Order certified by the City Auditor and approved by all parties having jurisdiction thereof.

FISCAL IMPACT: The funds for this expenditure have been identified and are available within the Department of Technology, Enterprise System Upgrades-Security Project (P470075-10000) ($61,317.50) and the Department of Technology, Information Services Division, Information Services Operating Fund ($176,607.00) for a total cost of $237,924.50

EMERGENCY: Emergency designation is being requested to expedite authorization in order to initiate services from this supplier and to avoid lapsed services

CONTRACT COMPLIANCE: Vendor Name: Blue Apple Technologies, LLC DA Vendor Acct. #:001102 Expiration Date 6/21/2023

Title

To authorize the Director of the Department of Technology (DoT) to enter into a contract with Blue Apple Technologies, LLC for the purchase of Splunk software licensing, software implementation services, and training at a cost of $61,317.50 using the Enterprise System Upgrades-Security Project (P470075-10000) and for the purchase of Splunk software maintenance, support and professional services from the Department of Technology, Information Services Division, Information Services Operating Fund ($176,607.00) for a total cost of $237,924.50 and to declare an emergency ($237,924.50).

Body

WHEREAS, the DoT solicited bids publishing RFQ018979, receiving 2 responsive bids; and

WHEREAS, the DoT determined Blue Apple Technologies, LLC offered the lowest, most responsive, responsible and best bid; and

WHEREAS, it is necessary to authorize the Director of the Department of Technology to enter into contract with Blue Apple Technologies, LLC for the purchase of Splunk software licensing, software implementation services, and training using the Enterprise System Upgrades-Security Project (P470075-10000) ($61,317.50)  and for the purchase of Splunk software maintenance, support and professional services from the Department of Technology, Information Services Division, Information Services Operating Fund ($176,607.00) for a total cost of $237,924.50; and

WHEREAS, The term of this agreement shall be from July 21, 2021 through July 20, 2022.  This agreement is not subject to automatic renewal.  However, upon mutual agreement, to include same pricing and terms and conditions as those set forth, the services may be continued for two additional one-year terms.  Future renewals of this agreement shall require appropriation and authorization of funds by the Council of the City of Columbus solely in the event that the total annual expenditures under this contract exceed $50,000.00.  Otherwise, the appropriation and authorization of funds shall be processed through issuance of a Purchase Order certified by the City Auditor and approved by all parties having jurisdiction thereof; and

WHEREAS, an emergency exists in the usual daily operation of the Department of Technology in that it is immediately necessary to authorize the Department of Technology Director to enter into contract with Blue Apple Technologies, LLC for Splunk software license maintenance, support and professional services in order to avoid interruption in daily operations, 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 the Director of the Department of Technology be and is hereby authorized to enter into contract with Blue Apple Technologies, LLC for Splunk software license maintenance, support and professional services. The term period for the contract shall be 7/21/2021 to 7/20/2022, at a total cost of ($237,924.50). Subject to mutual agreement and approval of the proper City authorities, this agreement can be renewed for two (2) additional one (1) year terms.

SECTION 2. That the expenditure of $237,924.50, or so much thereof as may be necessary, is hereby authorized to be expended from: (See attachment: 1894-2021 EXP)

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 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 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 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.