Explanation
BACKGROUND: To modify and extend the existing citywide contract for the option to purchase voice mail services for any city agency, (the Department of Development is the largest user), to and including Decmeber 31, 2008. The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Proposal No. 90-95BW). Formal bids opened on May 19, 1994. CT15944 with Voicecom was established in accordance with bids received. Contract Compliance # 84-1550690. This company is not included in the Federal Excluded Parties Listing or the Auditor of State's Findings for Recovery Database.
1. Amount of additional funds: No funding is required to modify the option contract (UTC). The estimated annual expenditure for the contract is $120,000.00. Each agency must obtain approval to expend from their own budgeted funds for their expenditures from this contract.
2. Reason additional needs were not foreseen: The Department of Technology has determined that, based on the volatile telephony technological conditions, continuing the existing agreement is in the best interest of the City. The extension allows for the City to continue to research technology choices. Other contract conditions are in accordance with the original agreement; however, since the original contract did not provide for an extension until December 31, 2008, this ordinance is being submitted as a waiver of competitive bidding requirements.
3. Reason other procurement processes not used: The Department of Technology is in search of telephony systems that are in the best interest of the City.
4. How cost was determined: An across the board decrease of 14% was negotiated in August of 2004. That decrease remains in place. No increase in the cost of voice mail services will occur with this modification. All other terms and conditions are in accordance with the original agreement.
FISCAL IMPACT: No funding is required to extend the option contract. Each agency will establish a purchase order for their estimated annual expenses for this contract.
This ordinance is being submitted as an emergency measure because without emergency action, no less than 37 days will be added to the procurement cycle and the efficient delivery of public services will be slowed.
Title
To authorize and direct the Finance and Management Director to modify and extend the existing citywide contract for the option to purchase voice mail services, from Voicecom, to waive competitive bidding requirements and to declare an emergency.
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids and selected the lowest bid; and
WHEREAS, the vendor has agreed to extend CT15944 to provide voice mail services at the same prices and conditions to and including December, 2008 and it is in the best interest of the City to exercise this option; and
WHEREAS, in order to avoid a lapse in our ability to provide voice mail services to any agency as needed and to allow on-going communication between field personnel and support agencies at the same cost, this ordinance is being submitted as an emergency measure; and
WHEREAS, an emergency exists in the usual daily operation of various city agencies, including the Department of Development, in that it is immediately necessary to extend CT15944 for an option to purchase voice mail 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 and Management Director be and is hereby authorized and directed to modify and extend CT15944 with Voicecom to provide voice mail services to and including December 31, 2008.
SECTION 2. That in accordance with Section 329.27 of the Columbus City Code, this Council finds the best interest of the City is served by waiving, and does hereby waive Section 329.06 (Formal Competitive Bidding) and Section 329.16 (Modifications) of the Columbus City Code.
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.