Explanation
BACKGROUND:
The Department of Technology's Metronet Services provides data connectivity that supports various business functions and allows all city agencies and departments to communicate. Currently, the Department of Technology has a need to provide services connected to the Metronet's Voice Over Internet Phone (VOIP) system. These services are associated with the installation of new VOIP phones for City Hall , Carolyn Ave., and Piedmont Ave. facilities. The services and installation will allow for the replacement and conversion of over 250 Centrex phones with VOIP phones. This conversion will reduce monthly Centrex phone costs significantly.
This ordinance authorizes the Director of the Department of Finance and Management, on behalf of the Department of Technology, to establish three purchase orders with one being a Blanket Purchase Order with Echo24, for the acquisition of equipment, professional and related services associated with the Metronet Voice Over Internet Phone (VOIP) system project. These purchase orders will be created utilizing the terms and conditions from three (3) pre-existing Universal Term Contracts (UTC), established through the competitive bid process by the Purchasing Office, with the following vendors:
Pomeroy IT Solutions, Network Hardware/Maintenance $139,687.55 (FL002554, BPCMP30B- Expiration Date: 12/31/09)
Logos Communications Inc., Services/Support $39,950.40 (FL004384, BPCOM30A - Expiration Date: 5/30/12)
Echo 24 Inc., voice/data wiring service $11,000 (FL002553, BPCMP30C - Expiration Date: 12/31/09)
Through the respective UTC contract with the City of Columbus, Pomeroy IT Solutions, ( Cisco UTC) will be supplying hardware/equipment maintenance, Echo 24 Inc. (Network Services UTC) wiring services, and Logos Communications Inc. will provide professional and support services. .
Pomeroy IT Solutions and Echo 24 UTC contracts are due to expire on December 31, 2009. In the event that these UTC contracts are extended beyond this expiration date, this legislation will also allow for the extension of the associated purchase orders created by the passage of this ordinance, providing the ability to continue utilizing associated funds in the event the project is not completed.
Also, this ordinance request approval of $9,000.00 for contingency funding, to be utilized in the event of cost overruns and or any unforeseen circumstances. These contingency funds will not be utilized if not needed.
This ordinance authorizes the appropriation and transfer of cash from another project within the Information Services Bond Fund, and will amend the 2009 Capital Improvement Budget (CIB), passed June 15, 2009, Ordinance #0806-2009, to accommodate for the additional expenditure authorized by this ordinance.
EMERGENCY: Emergency action is requested to ensure that the necessary purchase orders are established in a timely manner to allow the vendors to start their project service work as planned and not delayed the roll-out of VOIP to these facilities.
FISCAL IMPACT: Funding for this project in the amount of $199,637.95 is available within the Information Services Capital Improvement Fund, with transferring cash ($38,515.49) from the Connectivity project (470046-100000) along with $161,122.46 cash in the Telephone Upgrades project (470052-100000) needed for this phase of the VOIP project. Also, this ordinance includes a CIB amendment to account for encumbrance cancellations. The cost associated with this ordinance in the amount of $199,637.95; the approved cost through passage of ordinance #1692-2007 in the amount of $612,500.00 (passed by City Council on November 26, 2007) and passage of ordinance #1289-2008 in the amount of $526,006.16, brings the Telephone Upgrade (VOIP) project to an aggregate total of $1,338,144.11.
CONTRACT COMPLIANCE NUMBERS:
Echo 24 Inc.:311753698 Expiration Date: 9/22/2011
Pomeroy IT Solutions: 611352158 Expiration Date: 9/22/2011
Logos Communications, Inc. 341631678 - Expiration Date: 10/22/2010
Title
To authorize the Director of the Department of Finance and Management, on behalf of the Department of Technology to establish purchase orders with Pomeroy IT Solutions, Logos Communications Inc. and Echo 24 Inc. for the acquisition of equipment, professional and related services associated with the Metronet's Telephone Services Voice Over Internet Phone project; to authorize the transfer of appropriation and cash between projects in the Information Services Bond Fund; to amend the 2009 Capital Improvement Budget; to authorize the expenditure of $199,637.95 from the Information Services Bond Fund; and to declare an emergency. ($199,637.95)
Body
WHEREAS, the Department of Technology's Metronet Services provides data connectivity that allows all city agencies and departments to communicate and support other business functions; and
WHEREAS, currently, the Department of Technology has a need to provide services connected to the Metronet's Voice Over Internet Phone (VOIP) system; and
WHEREAS, these services needed through the approval of this ordinance, consist of services associated with the installation of new VOIP services. These services and phones are needed for City Hall facility, Carolyn Ave., and Piedmont Ave. facilities; and
WHEREAS, it is necessary for the Director of the Department of Finance and Management, on behalf of the Department of Technology, to establish purchase orders with Pomeroy IT Solutions, Echo 24, and Logos Communications, Inc. for hardware, wiring services, professional and other related services, in connection with the Metronet VOIP services, from three (3) pre-existing Universal Term Contracts (UTC); and
WHEREAS, requested contingency funds in the amount of $9,000 will be utilized in the event of project cost overruns and or any unforeseen circumstances, to allow for a total project cost of $199,637.95; and
WHEREAS, this ordinance authorizes the appropriation and transfer of cash from another project within the Information Services Bond Fund, and will amend the 2009 Capital Improvement Budget (CIB), passed June 15, 2009, Ordinance #0806-2009, to accommodate for the additional expenditure authorized by this ordinance; and
WHEREAS, in the event the UTC contracts with Pomeroy IT Solutions and Echo 24 are extended beyond the 12/31/2009 expiration date, this legislation will also allow for the extension of the associated purchase orders created by the passage of this ordinance, providing the ability to continue utilizing associated funds if the project is not completed; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Technology, in that it is immediately necessary for the Director of the Finance and Management Department to establish purchase orders with multiple vendors for hardware,wiring services, professional and other related services in connection with the Metronet VOIP services project, for the immediate preservation of 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 Finance and Management is hereby authorized to establish Purchase Orders from three (3) pre-existing Universal Term Contracts (UTC); Pomeroy IT Solutions - $139,687.55, Logos Communications, Inc - $39,950.40 and a blanket Purchase Order with Echo 24 Inc. - $11,000.00 totaling $190,637.95, in addition to a $9,000.00 contingency fund amount that will be utilized in the event of cost overruns or any unforeseen circumstances for a requested total cost of $199,637.95. That in the event the UTC contracts with Pomeroy and Echo 24 are extended beyond December 31, 2009 expiration date, this legislation will also allow for the extension of the associated purchase orders created by the passage of this ordinance, providing the ability to continue utilizing associated funds in the event the project is not completed.
SECTION 2: That the 2009 Capital Improvement Budget is hereby amended as follows for this expenditure:
Department of Technology, Information Services Dept./Div. 47-02
Information Services Bond Fund #514
Project Name/Number Current CIB Amount Revised Amount
Connectivity Project:
470046-100000 (carryover) 191,435 152,920
Telephone Upgrades:
470052-100000 (carryover) 160,257 199,638
SECTION 3: That the City Auditor is hereby authorized and directed to transfer funds and appropriation within the Information Services Bond Fund as follows:
From:
Dept./Div. 47-02| Fund 514| Subfund: 002| Project Number: 470046-100000| Project Name: Connectivity Project| OCA Code: 470046| Amount: $38,515.49
To:
Dept./Div. 47-02| Fund 514| Subfund: 002| Project Number: 470052-100000| Project Name: Telephone Upgrades| OCA Code: 470052|Amount: $38,515.49
SECTION 4: That the expenditure of $199,637.95 or so much thereof as may be necessary is hereby authorized to be expended from:
Dept./Div.:47-02| Fund: 514| Subfund: 002| OCA Code: 470052| Project Number: 470052-100000| Project Name: Telephone Upgrades| Obj. Level 1: 06| Obj. Level 3: 6655| Amount: $199,637.95
SECTION 5: 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 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.