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. These services are associated with the installation of new VOIP phones for eight facilities located in various places throughout the City. The services and installation will allow for the replacement and conversion of approximately 489 Centrex phones with VOIP phones. This conversion will reduce monthly Centrex phone costs significantly.
This ordinance authorizes the Director of the Department of Finance and Management, on behalf of the Department of Technology, to establish three purchase orders with one being a Blanket Purchase Order with Echo24, for the acquisition of equipment, professional and related services associated with the Metronet Voice Over Internet Phone (VOIP) system project. These purchase orders will be created utilizing the terms and conditions from three (3) pre-existing Universal Term Contracts (UTC), established through the competitive bid process by the Purchasing Office, with the following vendors:
Pomeroy IT Solutions, will supply network hardware/maintenance in the amount of $527,112.53 (FL002554, BPCMP30B- Expiration Date: 12/31/09). With this contract soon to expire, the Department of Technology (DoT) completed an Invitation to Bid process (SA003427). Out of this process six (6) bids were received, a recommendation was submitted to award the bid to the "lowest responsive and responsible bid submitted", which was Pomeroy IT Solutions. However, to allow time to establish the new UTC and in the event the current UTC contract with Pomeroy IT Solutions is extended beyond the 12/31/2009 expiration date, this legislation will also allow for the extension of the associated purchase orders created by the passage of this ordinance, providing the ability to continue utilizing associated funds if the project is not completed.
Logos Communications Inc., will provide services/support in the amount of $72,695.60 (FL004384, BPCOM30A - Expiration Date: 5/30/12)
Echo 24 Inc., will provide voice/data wiring services in the amount of $30,000.00 (FL002553, BPCMP30C - Expiration Date: 12/31/09). With this contract expiring December 31, 2009, and to allow time for a bid process, the Purchasing Office is currently in the process of getting the aforementioned UTC extended. Again, in the event the current UTC contract with Echo 24 is extended beyond the 12/31/2009 expiration date, this legislation will also allow for the extension of the associated purchase orders created by the passage of this ordinance, providing the ability to continue utilizing associated funds if the project is not completed
This legislation will provide for the ability to continue utilizing all associated funds in the event the project is not completed prior to the expiration of the aforementioned UTCs and the creation of any new UTC(s) with Pomeroy IT Solutions.
Also, this ordinance request approval of contingency funds in the amount of $25,000.00. 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.
The funding for this ordinance is available within the Information Services Bond Fund.
EMERGENCY: Emergency action is requested to ensure that the necessary purchase orders are established in a timely manner to allow the vendors to start their project service work as planned and not delayed the roll-out of VOIP to these facilities.
FISCAL IMPACT: Previously, ordinance #1258-2009 with an amount of $199,637.95 was passed by Council on November 2, 2009, for services and equipment associated with VOIP. Funding for this project in the amount of $345,569.47, with services and equipment coming from Pomeroy IT Solutions, Logos Communications Inc., Echo 24 Inc, will come from the Information Services Bond Fund for the Telephone Upgrades project (470052-100000), funded from the November 3, 2009 Bond Sale. The cost associated with this ordinance in the amount of $654,808.13; the approved cost through passage of ordinance #1258-2009 (amount of $199,637.95); ordinance #1692-2007 in the amount of $612,500.00 (passed by City Council on November 26, 2007) and passage of ordinance #1289-2008 in the amount of $526,006.16, brings the Telephone Upgrade (VOIP) project to an aggregate total of $1,992,952.24.
CONTRACT COMPLIANCE NUMBERS:
Echo 24 Inc.:311753698 Expiration Date: 9/22/2011
Pomeroy IT Solutions: 611352158 Expiration Date: 9/22/2011
Logos Communications, Inc. 341631678 - Expiration Date: 10/22/2010
Title
To authorize the Director of the Department of Finance and Management, on behalf of the Department of Technology to establish purchase orders with Pomeroy IT Solutions, Logos Communications Inc. and Echo 24 Inc. for the acquisition of equipment, professional and related services associated with the Metronet's Telephone Services Voice Over Internet Phone project; to authorize the expenditure of $654,808.13 from the Information Services Bond Fund; and to declare an emergency. ($654,808.13)
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; and
WHEREAS, these services needed through the approval of this ordinance, consist of services associated with the installation of new VOIP services. These services and phones are needed for eight facilities located in various places throughout the City; and
WHEREAS, it is necessary for the Director of the Department of Finance and Management, on behalf of the Department of Technology, to establish purchase orders with Pomeroy IT Solutions, Echo 24, and Logos Communications, Inc. for hardware, wiring services, professional and other related services, in connection with the Metronet VOIP services, from three (3) pre-existing Universal Term Contracts (UTC); and
WHEREAS, this ordinance request approval of contingency funds in the amount of $25,000.00. 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, in the event the UTC contracts with Pomeroy IT Solutions and Echo 24 are extended beyond the 12/31/2009 expiration date, this legislation will also allow for the extension of the associated purchase orders created by the passage of this ordinance, providing the ability to continue utilizing associated funds if the project is not completed; and
WHEREAS, the funding for this ordinance is available within the Information Services Bond Fund; 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 hardware, wiring services, professional and other related services in connection with the Metronet VOIP services project, 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 is hereby authorized to establish Purchase Orders from three (3) pre-existing Universal Term Contracts (UTC); Pomeroy IT Solutions - $527,112.53, Logos Communications, Inc - $72,695.60 and a blanket Purchase Order with Echo 24 Inc. - $30,000.00 totaling $629,808.13, in addition to a $25,000.00 contingency fund amount that will be utilized in the event of cost overruns or any unforeseen circumstances for a requested total cost of $654,808.13. That in the event the UTC contracts with Pomeroy and Echo 24 are extended beyond December 31, 2009 expiration date, this legislation will also allow for the extension of the associated purchase orders created by the passage of this ordinance, providing the ability to continue utilizing associated funds in the event the project is not completed. The funds associated with this ordinance are available within the Information Services Bond fund.
SECTION 2: That the expenditure of $654,808.13 or so much thereof as may be necessary is hereby authorized to be expended from:
Dept./Div.:47-02| Fund: 514| Subfund: 003| OCA Code: 514052| Project Number: 470052-100000| Project Name: Telephone Upgrades| Obj. Level 1: 06| Obj. Level 3: 6655| Amount: $72,695.60 - Logos
Dept./Div.:47-02| Fund: 514| Subfund: 003| OCA Code: 514052| Project Number: 470052-100000| Project Name: Telephone Upgrades| Obj. Level 1: 06| Obj. Level 3: 6655| Amount: $527,112.53 - Pomeroy
Dept./Div.:47-02| Fund: 514| Subfund: 003| OCA Code: 514052| Project Number: 470052-100000| Project Name: Telephone Upgrades| Obj. Level 1: 06| Obj. Level 3: 6655| Amount: $30,000.00 - Echo 24
Dept./Div.:47-02| Fund: 514| Subfund: 003| OCA Code: 514052| Project Number: 470052-100000| Project Name: Telephone Upgrades| Obj. Level 1: 06| Obj. Level 3: 6655| Amount: $25,000.00 - Contingency
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.