Explanation
BACKGROUND:
This ordinance authorizes the Director of the Department of Technology (DoT) to enter into contract with vCloud Tech Inc., for the subscription of Redsky MyE911 and E911 Anywhere services for Columbus City Schools (CCS) in the amount of $107,876.25.
Since 2017, the City of Columbus Department of Technology has worked with Columbus City Schools (CCS) to install and maintain their VoIP (voice-over-internet-protocol) phone system. Federal mandates under the Ray Baum Act and Keri's Law require that schools have an updated E911 system in place within their VoIP infrastructure to ensure that 911 call takers can identify the “soft-phone” locations of callers. Authorization of this contract will ensure that CCS will remain federally compliant with these mandates.
The Department of Technology solicited bids via RFQ030565 from June 9, 2025, to June 17, 2025. The bid was formally advertised on Vendor Services and the city received seven (7) responses. The responding firms were:
Vendors: Bid Quote Amount:
vCloud Tech Inc. $107,876.25
Coquina Labs Inc. $108,250.00
Axelliant, LLC $108,615.80
Brown Enterprise Solutions, LLC $108,827.50
Ogis Communication Group Inc. $109,350.00
Kambrian Corporation $108,835.10
American Business Solutions Inc. $111,490.00
Award is to be made to vCloud Tech Inc. as the lowest and most responsive bidder for their bid of $107,876.25.
Searches in the Excluded Party List System (Federal) and the Findings for Recovery list (State) produced no findings against vCloud Tech Inc
The term of this agreement shall be from August 20, 2025, to August 19, 2026. 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 four (4) additional one-year terms.
EMERGENCY DESIGNATION:
Emergency designation is being requested for these services to facilitate prompt agreement execution before the current service contract expires on August 19, 2025.
FISCAL IMPACT:
The funds for this expenditure have been identified and are available within the Department of Technology, 4702 Info Services Operating Fund, Columbus City Schools Telephone Services subfund for a total cost of $107,876.25.
CONTRACT COMPLIANCE:
Vendor Name: vCloud Tech Inc.
Vendor Acct. #: 012179
Expiration Date: 2/26/2027
Title
To authorize the Director of the Department of Technology to enter into contract with vCloud Tech Inc. for the subscription of Redsky MyE911 and E911 Anywhere services for Columbus City Schools (CCS); to authorize the expenditure of $107,876.25 from the Department of Technology Information Services Operating Fund, Columbus City Schools Telephone Services subfund; and to declare an emergency. ($107,876.25)
Body
WHEREAS, the Department of Technology has assisted Columbus City Schools with installation and maintenance of their VoIP telephone system since 2017; and
WHEREAS, federal mandates under the Ray Baum Act and Keri's Law require that the above-mentioned VoIP system have an updated E911 system in place; and
WHEREAS, the Department of Technology solicited bids through RFQ030565 for the purchase of the above-described subscription and award is to be made to vCloud Tech Inc. as the lowest, most responsive bidder; and
WHEREAS, this ordinance authorizes the Director of the Department of Technology (DoT) to enter into contract with vCloud Tech Inc. for the subscription of Redsky MyE911 and E911 Anywhere services for the Columbus City Schools (CCS) at a cost of $107,876.25; and
WHEREAS, the term of this agreement shall be from August 20, 2025, to August 19, 2026. 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 four (4) additional one-year terms; 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 contract with vCloud Tech Inc., in order to provide funding for the subscription of Redsky MyE911 and E911 Anywhere services on behalf of Columbus Public Schools and to avoid a lapse in services as the current service contract expires on August 19, 205, all for the immediate preservation of the public health, peace, property, safety and welfare; and NOW, THEREFORE
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1: To authorize the Director of the Department of Technology to enter into contract with vCloud Tech Inc. for the subscription of Redsky MyE911 and E911 Anywhere services for the Columbus City Schools (CCS) at a cost of $107,876.25, for a one (1) year term, starting on August 20, 2025, to August 19, 2026.
SECTION 2: That the expenditure of $107,876.25, or so much thereof as may be necessary, is hereby authorized to be expended as shown in the attachment to this ordinance. (Please see 1773-2025EXP)
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 nor vetoes the same.