This ordinance authorizes the Director of Finance and Management, on behalf of the Department of Technology, to establish two purchase orders for the acquisition of equipment, professional related services associated with Voice over Internet Protocol (VoIP) and the Cisco Unified Workspace Licensing project. These purchase orders will be created utilizing the terms and conditions of two (2) pre-existing Universal Term Contracts (UTC), with the following vendors:
Pomeroy IT Solutions, Network Hardware/Maintenance (FL004506, BPCMP30A-Expiration: 06/30/12); $479,300.55
Logos Communications, Inc., Services/Support (FL004384-BPCOM30A-Expiration: 5/30/12); $31,680.00
The Department of Technology's (DoT) Telephone Services provides Voice over Internet Protocol (VoIP) services that supports various business functions and allows all city agencies and departments to communicate. Currently the DoT has a need to upgrade the software on existing VoIP services, and add four (4) additional servers to provide communication enhancements such as: Cisco MeetingPlace and WebEx which will integrate audio, video and web conferencing capabilities, Mobile Communicator, Presence and Unified Messaging. The services are associated with the installation of Cisco Unified Workspace Licensing project.
Included in this request is a contingency amount of $9,000.00, to be used in the event of cost overruns. These contingency funds will not be utilized if not needed.
This ordinance will also authorize the appropriation and expenditure of funds needed for this project and amend the 2011 Capital Improvement Budget (CIB), ordinance 0266-2011, passed by Council 3/7/11.
EMERGENCY:
Emergency action is requested to ensure that the necessary purchase orders are established in a timely manner to allow the vendors to begin the project service work without delay.
FISCAL IMPACT:
Funding for this request in the amount of $519,980.55, which includes $9,000.00 of contingency funds, is available within the Information Services Capital Improvement Bonds Fund, and the Build America Bonds (B.A.B.s) Funds, both associated with the Telephone Upgrades project (project # 470052-100000).
CONTRACT COMPLIANCE:
Pomeroy IT Solutions, CC# 61-1352158; Expiration: 10/5/13
Logos Communications, Inc., CC# 34-1631678; Expiration: 11/17/12
Title
To authorize the Director of the Department of Finance and Management, on behalf of the Department of Technology, to establish purchase orders from two existing Universal Term Contracts (UTC) with Pomeroy IT Solutions and Logos Communications, Inc., for the acquisition of equipment, professional and related services associated with Voice over Internet Protocol (VoIP); to amend the 2011 Capital Improvement Budget (CIB); and to authorize the appropriation and expenditure of $519,980.55 from the Information Services Bonds and the Build America Bonds Funds; and to declare an emergency. ($519,980.55)
Body
WHEREAS, the Department of Technology's Telephone Services provides Voice over Internet Protocol (VoIP) services that support various business functions and allows all city agencies and departments to communicate, and
WHEREAS, it is necessary for the Director of Finance and Management, on behalf of the Department of Technology, to establish purchase orders with Pomeroy IT Solutions ($479,300.55) and Logos Communications, Inc. ($31,680.00) for the acquisition of equipment, professional and related services associated with the Cisco Unified Workspace Licensing project, and
WHEREAS, this ordinance request approval of contingency funds in the amount of $9,000.00. These funds will be utilized in the event of cost overruns and/or any unforeseen circumstances. These contingency funds will not be utilized if not needed, and
WHEREAS, this ordinance will also authorize the appropriation and expenditure of these funds to cover the cost of the project, and
WHEREAS, this ordinance will also amend the 2011 Capital Improvement Budget (CIB), authorized by ordinance 0266-2011, passed by Council on 3/7/11, 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 equipment and professional related services associated with Cisco Unified Workspace and the VoIP system project, for the immediate preservation of 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 two (2) pre-existing Universal Term Contracts (UTC); Pomeroy IT Solutions - $479,300.55, Logos Communications, Inc. - $31,680.00 totaling $510,980.55, in addition to $9,000.00 in contingency funds that will be utilized in the event of any unforeseen circumstances for a requested total cost of $519,980.55. The funds associated with this ordinance are available within the Information Services Bonds and Build America Bonds (B.A.B.s) Funds.
SECTION 2: That the 2011 Capital Improvement Budget is hereby amended as follows to account for encumbrance cancellations and to allow for this expenditure(s):
Department of Technology, Information Services Dept./Div. 47-02
Information Services Bonds/Build America Bonds (B.A.B.s) Fund #514; Subfind 003
Project Name/Number Current CIB Amount Revised Amount Amount Change
Telephone Upgrades:
470052-100000 (carryover) $0 $472,402 +$472,402
Department of Technology, Information Services Dept./Div. 47-02
Information Services Bonds Fund #514; Subfind 002
Project Name/Number Current CIB Amount Revised Amount Amount Change
Telephone Upgrades:
470052-100000 (carryover) $22,289 $22,477 +$188
SECTION 3: That the appropriation and expenditure of $519,980.55 or so much thereof as may be necessary is hereby authorized to be expended from:
Dept./Div.:47-02| Fund: 514| Sub-fund: 002| OCA Code: 514052| Project Number: 470052-100000 (unvoted carryover funds) | Project Name: Telephone Upgrades| Obj. Level 1: 06| Obj. Level 3: 6655| Amount: $22,475.70 Information Services Bond Funds
Dept./Div.:47-02| Fund: 514| Sub-fund: 003| OCA Code: 514052| Project Number: 470052-100000 (unvoted carryover funds)| Project Name: Telephone Upgrades| Obj. Level 1: 06| Obj. Level 3: 6655| Amount: $472,401.21 B.A.B.s Funds
Dept./Div.:47-02| Fund: 514| Sub-fund: 002| OCA Code: 514052| Project Number: 470052-100000| Project Name: Telephone Upgrades| Obj. Level 1: 06| Obj. Level 3: 6655| Amount: $25,103.64 - (new 2011 bond funds)
Summary:
Logos| Amount: $31,680.00| Funding source (Sub-fund 003|OCA code:514052| $31,680.00)
Pomeroy| Amount: $479,300.55| Funding source (Sub-fund 003|OCA code:514052| $440,721.21; Sub-fund 002|OCA code:514052| (carryover funds) $22,475.70; Sub-fund 002 (new 2011 bond fund) $16,103.64)
Contingency| Amount: $9,000.00| Funding source (Sub-fund 002|Oca code:514052 (new 2011 bond funds) $9,000.00)
Total expenditure: $519,980.55
SECTION 4: 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 5: 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.