Explanation
BACKGROUND: To modify the existing city-wide contract for the option to purchase Long Distance Telephone Services for the Department of Technology, the largest user, by extending the contract term to and including December 31, 2009. This will make the City's agreement with AT&T for Long Distance Telephone Services match the available service time frame for the City's agreement for Centrex Services (also with AT&T).
Formal competitive bids for Long Distance Telephone Services were opened by the Purchasing Office on May 27, 2004 in accordance with Section 329.06. (SA001111JY). A contract with SBC Long Distance, LLC, dba AT&T Long Distance, was established based on that bid process. Contract Compliance #74-2746907, expires 7/16/07. This company is not debarred according to the Federal Excluded Parties Listing or the State Auditor's Findings For Recovery Database.
1. Amount of additional funds: The estimated annual expenditure for the contract is $70,000. The Department of Technology and various other city agencies must obtain approval to expend from their own budgeted funds for their estimated expenditures.
2. Reason additional needs were not foreseen: The needs were foreseen as extensions were included in the original contract and it is in the best interest of the city to add years to that extension to align the contract dates with the Centrex Services contract.
3. Reason other procurement processes not used: Not only is better pricing, terms or conditions not expected by re-bidding at this time, but the extension will enhance the city's position when negotiating terms and conditions for voice and data transmission services.
4. How cost was determined: The cost, terms and conditions are in accordance with the original agreement.
FISCAL IMPACT: No funding is required to extend the option contracts. Agencies must set aside their own funding for their estimated expenditures.
To maintain an uninterrupted supply of Long Distance Telephone Services to the agencies using the Universal Term Contract, this ordinance is be submitted as an emergency.
Title
To authorize and direct the Finance & Management Director to modify and extend the citywide UTC contract for the option to purchase Long Distance Telephone Services with SBC Long Distance, LLC, dba AT&T Long Distance, to waive the provisions of competitive bidding and to declare an emergency.
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids, and established a contract for Long Distance Telephone Services with SBC Long Distance, LLC, dba AT&T Long Distance, based on that process; and
WHEREAS, the vendor has agreed to extend the existing contract at current prices and conditions to and including December 31, 2009, and it is in the best interest of the City to accept this extension; and
WHEREAS, this service is used to keep city personnel in direct voice communication to conduct city business; in order to avoid a lapse in our ability to provide Long Distance Telephone Services to all agencies, this is being submitted for approval as an emergency measure; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Development in that it is immediately necessary to modify and extend FL002312 for the option to purchase Long Distance Telephone Services 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 Finance & Management Director be and is hereby authorized and directed to modify and extend FL002312 with SBC Long Distance, LLC, dba AT&T Long Distance, to and including December 31, 2009.
SECTION 2. That the Council of the City of Columbus finds it is in the best interest of the City that the provisions of City Code Section 329.06, formal competitive bidding, be and are hereby waived.
SECTION 3. 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.