Explanation
BACKGROUND: This ordinance authorizes the Director of Finance and Management to enter into contract with Nu-Vision Technologies DBA Black Box for the purchase, full parts warranty, delivery and installation of NEC SV8300 telephone communications equipment and NEC 2400 IPX P2P software licenses as specified in the bid document SA003762. This equipment is a VOIP system and was selected over traditional telephone equipment because it allows Support Services to utilize the existing city owned fiber and leased infrastructure. Additionally, by utilizing this infrastructure, the monthly recurring cost will be reduced. For example, connecting to the VOIP/TDM system at Police Headquarters and using fiber and existing infrastructure, the city will pay $0.20 per month per Centrex line versus the current cost of $25.00 per line per month. The equipment and software will be installed at two different locations as part of the Public Safety Telephone network.
This ordinance also authorizes the amendment of the 2010 Capital Improvement Budget (CIB) and authorizes the City Auditor to transfer funds between projects within the Safety Voted Bond Fund.
The selection process for this contract was completed in accordance with the competitive procurement provisions under Section 329.14 of the Columbus City Code. Proposals were received for SA003762 on November 11, 2010 from four (4) companies.
Four (4) bids were submitted as follows (0 MBE, 0 FBE):
Company City/State Amount____________________
Nu-Vision Tech. DBA Black Box Centerville OH $104,261.34
Optus Inc Jonesboro AZ $115,863.00
Horizon Chillicothe Chillicothe OH $126,150.00
ClarkTel Communications Akron OH $180,567.00
After careful review of the bids received, the Division of Support Services recommends acceptance of the bid submitted by Nu-Vision dba Black Box as the lowest and best overall proposal.
Contract Compliance: Black Box #20-0532706 expires 11-08-2012.
EMERGENCY DESIGNATION: Emergency designation is requested in order to avoid any possibility of delay in equipment delivery and installation.
FISCAL IMPACT: This ordinance authorizes an expenditure of $104,261.34 from Public Safety's Voted Bond Fund for the purchase, full parts warranty, delivery and installation of NEC SV8300 telephone communications equipment and NEC 2400 IPX P2P software licenses. The CIB is also amended and funds transferred between projects to properly align cash and appropriations with projected expenditures.
Title
To amend the 2010 Capital Improvement Budget; to authorize the transfer of $104,261.34 between projects within the Safety Voted Bond Fund; to authorize the Director of Finance and Management to enter into contract with Black Box on behalf of the Division of Support Services for the purchase, full parts warranty, delivery and installation of NEC SV8300 telephone communications equipment and NEC 2400 IPX P2P software licenses, to authorize the expenditure of $104,261.34 from the Safety Voted Bond Fund; and to declare an emergency. ($104,261.34).
Body
WHEREAS, there is a need to install a new communications system for the Division of Support Services, and
WHEREAS, there is a need to upgrade the current communications system in the Safety Director's Office, and
WHEREAS, Request for Proposals (RFP) were solicited and received in accordance with Columbus City Codes, and
WHEREAS, after review of the bids received, the Division of Support Services recommends Black Box as the lowest and best overall proposal, and
WHEREAS, it is necessary to amend the 2010 Capital Improvement Budget and transfer cash between projects in the Safety Voted Bond Fund, and
WHEREAS, an emergency exists in the usual daily operation of the Department of Public Safety, Division of Support Services, in that it is immediately necessary to authorize the Director of Finance and Management to enter into contract with Black Box for the purchase, full parts warranty, delivery and installation of NEC SV8300 telephone communications equipment and NEC 2400 IPX P2P software licenses in an effort to avoid any disruptions in communications, 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 Finance and Management is authorized to enter into contract with Black Box on behalf of the Division of Support Services for the purchase, full parts warranty, delivery and installation of NEC SV8300 telephone communications equipment and NEC 2400 IPX P2P software licenses,
SECTION 2. That the 2010 Capital Improvement Budget is hereby amended as follows;
Voted Safety Funds
Fund Number 701
Project/Project # Current CIB Revised CIB
Police Facility Renovation - 330021-100000 (Voted 2008) $1,358,777 $1,254,515.00
Support Services Complex - 320017- 100001 (Voted 2008) $1,900,000 $1,963,511.00
Telephone Upgrade- VOIP- Safety - 470052-100004 (Voted 2008) $0 $40,751.00
SECTION 3. That the City Auditor is hereby authorized and directed to transfer funds within Safety Voted Bond Fund as follows:
FROM:
Dept/Div. 3003| Fund 701|Project Number 330021-100000|Project Name: Police Facility Renovation|OCA Code: 713321|Amount: $104,261.34.
TO:
Dept/Div. 3002| Fund 701|Project Number 320017- 100001|Project Name: Support Services Complex|OCA Code: 711702|Amount: $63,510.75
TO:
Dept/Div. 3002| Fund 701|Project Number 470052-100004|Project Name: Telephony Upgrade- VOIP- Safety|OCA Code: 715204|Amount: $40,750.59
SECTION 4. That the expenditure of $104,261.34, or so much thereof as may be necessary in regard to the action authorized in SECTION 1, be and is hereby authorized and approved as follows:
Division: 30-02
Fund: 701
Project Number: 320017- 100001
OCA Code: 711702
Object Level One: 06
Object Level 3: 6644
Amount $63,510.75
Division: 30-02
Fund: 701
Project Number: 470052-100004
OCA Code: 715204
Object Level One: 06
Object Level 3: 6644
Amount $40,750.59
SECTION 5. That the City Auditor is authorized to make any accounting changes to revise the funding source for all contract 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 of ten days after passage if the Mayor neither approves nor vetoes the same.