Explanation
BACKGROUND:
This ordinance authorizes the Director of Finance and Management, on behalf of the Department of Technology, to establish purchase orders for the Network Infrastructure Upgrade Project. These purchase orders will be created utilizing the terms and conditions of three (3) pre-existing Universal Term Contracts (UTC), with the following vendors:
Network Dynamics Inc., Network Hardware/Maintenance (FL005447, BPCMP30B-Expiration: 6/30/16); ($1,136,488.22)
Network Dynamics Inc., Network Engineering Services (FL005675, BPCMP31B-Expiration: 9/30/16); ($28,790.00)
KLA Laboratories Inc., Voice, Data and Video Cabling (FL005559. BPCMP33H-Expiration: 6/30/16): ($305,162.52)
The total cost of the equipment, wiring installation and services for the Network Infrastructure Upgrade Project is $1,470,440.74.
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 upgrade network infrastructure in various locations across the city that has reached End Of Life (EOL) support and does not support the migration to a Voice Over IP (VOIP) telephony technology. These upgrades are associated with the installation of network equipment that provides Power Over Ethernet (POE) which will provide reliable delivery of VOIP, Video, Wireless and Data services within the City’s Metronet network infrastructure and avoid lengthy outages due to network hardware failure.
This project will also provide wireless access for Police HQ, redistribute internal Police HQ wiring for termination in centralized equipment closets which will allow the removal of network equipment from office areas, rewire all Fire Stations in preparation for VOIP services which cannot be provided with their existing wiring infrastructure and the replacement/relocation of Fire network equipment from City Hall to the City’s data center.
This effort is necessary to effectively mitigate the risk of service interruption to the network infrastructure which will lessen any risks associated with technology and communications services essential for daily operations. In addition, the upgrade will minimize disruptions of critical functions as a result of aging infrastructure component failures. The purchases to be authorized in this ordinance are needed in order to keep this critical infrastructure stable and properly sized to meet the City's needs.
This ordinance also authorizes the appropriation of funds, and the transfer of appropriation and cash between projects within the Information Services Bond Fund, and will amend the 2015 Capital Improvement Budget (CIB), passed by Columbus City Council March 23, 2015 via Ordinance # 0557-2015, to accommodate for the additional expenditure authorized by this ordinance.
EMERGENCY:
Emergency action is requested to ensure that the necessary purchase order for equipment and services is established in a timely manner and for the end-of-life equipment to be replaced as soon as possible.
FISCAL IMPACT:
The total cost of this ordinance is $1,470,440.74 with funds for this expense coming from the Department of Technology, Information Services Division, Capital Improvement Bond Fund by spending the existing balance of $308,933.68 in the Police Network Equipment Upgrade Project # 470046-1000005 and $1,140,120.53 from the Connectivity Project #470046-100000, sub-funds: 02 and 04, and by transferring appropriation and cash from the following multiple projects, as identified in Sections 3 and 4. Sufficient funding in the amount of $1,470,440.74 has been identified and is available in the Department of Technology, Information Services Division, Capital Improvement Fund.
CONTRACT COMPLIANCE NUMBERS:
Vendor 1: KLA laboratories, Inc. CC#: 38-0702321 Expiration Date: 06/24/2017
Vendor 2: Network Dynamics, Inc. CC#: 36-3941419 Expiration Date: 11/18/2016
Title
To amend the 2015 Capital Improvement Budget; to authorize the appropriation of funds, and transfer of appropriation and cash between projects; to authorize the Director of the Department of Finance and Management, on behalf of the Department of Technology, to establish multiple purchase orders with vendors KLA Laboratories, Inc. and Network Dynamics, Inc., from existing Universal Term Contracts, for the purchase of various hardware equipment, wiring installation and services; to authorize the expenditure of $1,470,440.74 from the Department of Technology, Information Services Division, Capital Improvement Bond Fund; and to declare an emergency. ($1,470,440.74)
Body
WHEREAS, this legislation authorizes the Director of Finance and Management, on behalf of the DoT, to establish a purchase order from an existing UTC (FL005559, BPCMP33H-Expiration: 6/30/2016) with KLA Laboratories Inc., for cabling equipment and services totaling $305,162.52; and
WHEREAS, this legislation will also authorize the Director of Finance and Management, on behalf of the Department of Technology (DoT), to establish multiple purchase orders from existing Universal Term Contracts (FL005447, BPCMP30B-Expiration: 6/30/2016 and FL005675, BPCMP31B-Expiration: 9/30/2016) with Network Dynamics, Inc., for the purchase of hardware equipment and services totaling $1,165,278.22 for a combined Network Infrastructure Upgrade Project total cost of $1,470,440.74; and
WHEREAS, the Department of Technology's Metronet Services provides data connectivity that supports various business functions and allows all city agencies and departments to communicate; therefore DoT has a need to upgrade network infrastructure in various locations across the city that has reached End Of Life (EOL) support and does not support the migration to a Voice Over IP (VOIP) telephony technology, and
WHEREAS, the Network Infrastructure Upgrade Project will also provide wireless access for Police HQ, redistribute internal Police HQ wiring for termination in centralized equipment closets which will allow the removal of network equipment from office areas, rewire all Fire Stations in preparation for VOIP services which cannot be provided with their existing wiring infrastructure and the replacement/relocation of Fire network equipment from City Hall to the City’s data center, and
WHEREAS, this ordinance also authorizes the appropriation of funds, and the transfer of appropriation and cash between projects within the Information Services Bond Fund, and will amend the 2015 Capital Improvement Budget (CIB), passed by Columbus City Council March 23, 2015 via Ordinance # 0557-2015; 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 Finance and Management Department to establish multiple purchase orders for the Network Infrastructure Upgrade Project utilizing three Universal Term Contracts with KLA Laboratories Inc. and with Network Dynamics, Inc. for the purchase of hardware equipment and services, 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, on behalf of the Department of Technology, be and is hereby authorized and directed to establish multiple purchase orders with vendors KLA Laboratories Inc., UTC (FL005559, BPCMP33H-Expiration: 6/30/2016) for cabling equipment and services totaling $305,162.52 and Network Dynamics, Inc., UTCs (FL005447, BPCMP30B-Expiration: 6/30/2016 and FL005675, BPCMP31B-Expiration: 9/30/2016) for the purchase of hardware equipment and services totaling $1,165,278.22 for a combined Network Infrastructure Upgrade Project total cost of $1,470,440.74.
SECTION 2: That the City Auditor is hereby authorized and directed to appropriate $18,942.00 within the Information Services Bond Fund as follows:
Dept./Div.: 47-02| Fund: 514| Subfund: 002| Project Name: Connectivity Project| Project Number: 470046-100000 (Carryover) | OCA Code: 470046| Obj. Level 1: 06 | Obj. Level 3: 6655| Amount: $18,942.00
SECTION 3: That the 2015 Capital Improvement Budget is hereby amended as follows to account for appropriations and transfer of funds between projects:
Department of Technology, Information Services Dept./Div. 47-02
Information Services Bonds Fund/ Build America Bonds(B.A.Bs) (Carryover) #514:
Project Name/Number/Subfund Current CIB Amount Revised Amount Amount Change
47-02 Telephone Upgrades:
470052-100000 /carryover /003 $-0- $1,239 $1,239
47-02 Telephone Upgrades:
470052-100000 /carryover /002 $-0- $1,120 $1,120
47-02 Telephone Upgrades:
470052-100000 /carryover /002 $1,120 $-0- ($1,120)
47-02 Police Network Equipment Upgrade:
470046-100005 /carryover /002 $282,671 $308,934 $26,263
47-02 IVR Enhancements:
470052-100001 /carryover /002 $109,016 $ -0- ($109,016)
47-02 Unified Communications:
470055-100000 /carryover /002 $120,000 $ -0- ($120,000)
47-02 Routing Equipment:
470046-100002 /carryover /002 $ 10,000 $ -0- ($10,000)
47-02 Uninterruptable Power Supply (UPS):
470046-100003 /carryover /002 $ 90,000 $ -0- ($90,000)
47-02 Connectivity Project:
470046-100000 /carryover /002 $163,472 $493,608 $330,136
47-02 Fiber Relocation to77 N Front St.:
470046-100006 /carryover /004 $645,273 $-0- ($645,273)
47-02 Connectivity Project:
470046-100000 /carryover /004 $ -0- $645,273 $645,273
SECTION 4: That the City Auditor is hereby authorized and directed to transfer funds and appropriations within the Information Services Bonds Fund as follows:
Transfer from:
Dept./Div.: 47-02| Fund: 514| Subfund: 002| Project Name: Telephone Upgrades| Project Number: 470052-100000 (Carryover) | OCA Code: 470052| Obj. Level 1: 06 | Obj. Level 3: 6655| Amount: $1,120.95
Dept./Div.: 47-02| Fund: 514| Subfund: 002| Project Name: IVR Enhancements| Project Number: 470052-100001 (Carryover) | OCA Code: 514152| Obj. Level 1: 06 | Obj. Level 3: 6655| Amount: $109,016.00
Dept./Div.: 47-02| Fund: 514| Subfund: 002| Project Name: Unified Communications| Project Number: 470055-100000 (Carryover) | OCA Code: 475500| Obj. Level 1: 06 | Obj. Level 3: 6655| Amount: $120,000.00
Dept./Div.: 47-02| Fund: 514| Subfund: 002| Project Name: Routing Equipment| Project Number: 470046-100002 (Carryover) | OCA Code: 475142| Obj. Level 1: 06 | Obj. Level 3: 6655| Amount: $10,000.00
Dept./Div.: 47-02| Fund: 514| Subfund: 002| Project Name: Uninterruptable Power Supply (UPS)| Project Number: 470046-100003 (Carryover) | OCA Code: 474603| Obj. Level 1: 06 | Obj. Level 3: 6655| Amount: $90,000.00
Dept./Div.: 47-02| Fund: 514| Subfund: 004| Project Name: Fiber Relocation to 77 N Front St.:| Project Number: 470046-100006 (Carryover) | OCA Code: 514466| Obj. Level 1: 06 | Obj. Level 3: 6655| Amount: $645,273.13
Transfer To:
Dept./Div.: 47-02| Fund: 514| Subfund: 002| Project Name: Connectivity Project| Project Number: 470046-100000 (Carryover) | OCA Code: 470046| Obj. Level 1: 06 | Obj. Level 3: 6655| Amount: $330,136.95
Dept./Div.: 47-02| Fund: 514| Subfund: 004| Project Name: Connectivity Project| Project Number: 470046-100000 (Carryover) | OCA Code: 514446| Obj. Level 1: 06 | Obj. Level 3: 6655| Amount: $645,273.13
SECTION 5: That the expenditure of $1,470,440.74 or so much thereof as may be necessary is hereby authorized to be expended from:
Police Network Equipment Upgrade: $302,769.86
KLA Laboratories Inc., UTC (FL005559)-cabling equipment and services - $157,530.52
Network Dynamics, Inc.,UTC (FL005447) - hardware equipment and services - $129,214.34
Network Dynamics, Inc.,UTC (FL005675) - hardware equipment and services - $16,025.00
Dept./Div. 47-02| Fund: 514| Subfund: 002| Project Number: 470046-100005(Carryover)| Project Name: Police Network Equipment Upgrade| OCA Code: 512246|Obj. Level 1: 06|Obj. Level 3: 6655| Amount: $302,769.86
Fire Stations Wiring: $147,632.00
KLA Laboratories Inc., UTC (FL005559)-cabling equipment and services - $147,632.00
Dept./Div.: 47-02| Fund: 514| Subfund: 002| Project Name: Connectivity Project| Project Number: 470046-100000 (Carryover) | OCA Code: 470046| Obj. Level 1: 06 | Obj. Level 3: 6655| Amount: $147,632.00
Connectivity: $1,020,038.88
Network Dynamics, Inc.,UTC (FL005447) - hardware equipment and services - $1,007,273.88
Dept./Div.: 47-02| Fund: 514| Subfund: 002| Project Name: Connectivity Project| Project Number: 470046-100000 (Carryover) | OCA Code: 470046| Obj. Level 1: 06 | Obj. Level 3: 6655| Amount: $340,614.52
Dept./Div.: 47-02| Fund: 514| Subfund: 004| Project Name: Connectivity Project| Project Number: 470046-100000 (Carryover) | OCA Code: 514446| Obj. Level 1: 06 | Obj. Level 3: 6655| Amount: $645,273.13
Dept./Div.: 47-02| Fund: 514| Subfund: 004| Project Name: Connectivity Project| Project Number: 470046-100000 (2015 Bond funds) | OCA Code: 514446| Obj. Level 1: 06 | Obj. Level 3: 6655| Amount: $21,386.23
Network Dynamics, Inc.,UTC (FL005675) - hardware equipment and services - $12,765.00
Dept./Div. 47-02| Fund: 514| Subfund: 003| Project Name: Telephone Upgrades| Project Number: 470052-100000(Carryover- B.A.Bs)| OCA Code: 514052|Obj. Level 1: 06|Obj. Level 3: 6655| Amount: $1,239.05
Dept./Div. 47-02| Fund: 514| Subfund: 002| Project Number: 470046-100005(Carryover)| Project Name: Police Network Equipment Upgrade| OCA Code: 512246|Obj. Level 1: 06|Obj. Level 3: 6655| Amount: $6,163.82
Dept./Div.: 47-02| Fund: 514| Subfund: 002| Project Name: Connectivity Project| Project Number: 470046-100000 (Carryover) | OCA Code: 470046| Obj. Level 1: 06 | Obj. Level 3: 6655| Amount: $5,362.13
SECTION 6: 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 7: 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 8: That the City Auditor is hereby authorized to transfer the unencumbered balance in a project account to the unallocated balance account within the same fund upon receipt of certification by the Director of the Department administering said project that the project has been completed and the monies are no longer required for said project.
SECTION 9: 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.