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. However, these services needed through the approval of this ordinance consist of services associated with the installation of new VOIP phones and services. These services and phones are needed for Columbus Public Health. There are over 700 Centrex phones that will be replaced with VOIP phones. This conversion will reduce monthly Centrex phone costs by eighty percent.
This ordinance authorizes the Director of the Department of Finance and Management, on behalf of the Department of Technology, to establish Blanket Purchase Orders for the acquisition of equipment, professional and related services associated with the Metronet Voice Over Internet Phone (VOIP) system project; from three (3) pre-existing Universal Term Contracts (UTC), established through the competitive bid process by the Purchasing Office, with the following vendors:
Insight Public Sector, Professional Services $30,000.00 (FL0025555, BPCMP30D - Expiration Date: 12/31/08)
Pomeroy IT Solutions, Network Hardware/Maintenance $486,006.16 (FL002554, BPCMP30B- Expiration Date: 12/31/08
Echo 24 Inc., voice/data wiring service $10,000 (FL002553, BPCMP30C - Expiration Date: 12/31/08)
Insight Public Sector will be supplying professional services via the Network Services UTC contract with the City of Columbus. Pomeroy IT Solutions will be supplying hardware/equipment maintenance via Cisco UTC contract with the City of Columbus. Echo 24 Inc. will be providing wiring services via the Network Services UTC contract with the City of Columbus.
Also, the Department of Technology has requested that the Purchasing Office extends each of the aforementioned contracts, for an additional year, in accordance with the associated terms and conditions, to allow the Department of Technology to continue utilizing the associated purchase orders that will be created out of approval of this ordinance, in the event that the associated services and the acquisition of equipment are not completed prior to the original contract expiration dates.
EMERGENCY: Emergency action is requested to ensure that the needed services are not delayed; and to allow for completion of this project, along with associated deliverables, to the City of Columbus, Department of Technology, on behalf of Columbus Public Health, without interruption associated with the necessary services and acquistion requested.
FISCAL IMPACT: Approval of this ordinance will allow for the expenditure of $526,006.16, for the Voice Over Internet Phone (VOIP) project, utilizing services from Insight Public Sector, Pomeroy IT Solutions, and Echo 24, Inc. Funding for this project, in the amount of $526,006.16 is available within the Information Services Capital Improvement Fund. The cost associated with this ordinance of $526,006.16 and the cost approved through passage of ordinance #1692-2007, passed by City Council on November 26, 2007, brings Telephone Upgrade (VOIP) Project to an aggregate total of $1,138,506.16.
CONTRACT COMPLIANCE NUMBERS:
Insight Public Sector: 363949000 Expiration Date: 04/04/2010
Echo 24 Inc.:311753698 Expiration Date: 10/19/08
Pomeroy IT Solutions: 611352158 Expiration Date: 10/24/09
Title
To authorize the Director of the Department of Finance and Management, on behalf of the Department of Technology, for Columbus Public Health, to establish Blanket Purchase Orders with Insight Public Sector, Pomeroy IT Solutions, and Echo 24 Inc., for the acquisition of equipment, professional and related services associated with the Metronet's Voice Over Internet Phone project; to authorize the expenditure of $526,006.16 from the Information Services Bond Fund; and to declare an emergency. ($526,006.16)
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, for Columbus Public Health, and
WHEREAS, it is necessary for the Director of the Department of Finance and Management, on behalf of the Department of Technology, for Columbus Public Health, to establish purchase orders with vendors for hardware and related services, in connection with the Metronet VOIP services,
WHEREAS, vendors from three(3) pre-existing Universal Term Contracts (UTC), established through the competitive bid process by the Purchasing Office, will provide the necessary services and equipment for the VOIP project; and
WHEREAS, the Department of Technology has requested that the Purchasing Office extends each of the aforementioned contracts, for an additional year, in accordance with the associated terms and conditions, to allow the Department of Technology to continue utilizing the associated purchase orders that will be created out of approval of this ordinance, in the event that the associated services and the acquisition of equipment are not completed prior to the original contract expiration dates; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Technology, on behalf of Columbus Public Health, in that it is immediately necessary for the Director of the Finance and Management Department to establish purchase orders with multiple vendors; Insight Public Sector; Echo 24 Inc.; Pomeroy IT Solutions; from pre-existing UTC(s) for hardware and related services in connection with the Metronet VOIP services project, to ensure that this project is not delayed, thereby not hindering various city systems, 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, for Columbus Public Health, is hereby authorized to establish Blanket Purchase Orders with the following vendors for hardware and related services, in connection with the Metronet VOIP service three (3) pre-existing Universal Term Contracts (UTC), established through the competitive bid process by the Purchasing Office; Insight Public Sector - $30,000.00, Pomeroy IT Solutions - $486,006.16, and Echo 24 Inc. - $10,000.00 and for the total amount of $526,006.16.
SECTION 2: That the expenditure of $526,006.16 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| Project Name: Telephone Upgrades| Obj. Level 1: 06| Obj. Level 3: 6655| Amount: $526,006.16
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 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.