Explanation
The Franklin County Municipal Court Judges are replacing its Centrex telephone system and voice mail service with the bundled business communications solutions - I3 Customer Interaction Center (CIC) IP PBX Platform. This is the same system that provides voice service to the Franklin County Municipal Court Clerk. The replacement entails a capacity upgrade to the Clerk's presently installed system to accommodate the new VoIP service for the judges. Additional hardware & software will be added to introduce a Reminder Call Service.
The Clerk's Office of Information Services will support both systems during and after implementation. The total cost of the I3 Customer Interaction Center and Call Reminder Service equipment, installation, training, programming, software, and maintenance for the first year is $223,947.44: Equipment, installation, training, programming, $211,604.79; Maintenance $12,342.65. The break even period for the expense in light of the envisaged savings is only 3.3 years. The implementation timeline is 60-90 days.
This is the best choice for the Franklin County Municipal Court, Judges based on current infrastructure, technical considerations, strategic planning issues, pricing and ongoing Franklin County Municipal Court Clerk's OIS support. This will result in a technology leap forward, improved service to the public, better communications tools for Franklin County Municipal Court employees, improved efficiencies, better administrative capabilities for monitoring technology and services, and increased potential for controlling and reducing costs.
This contract was not bid as we are piggybacking on the Clerk's previous contract with the same vendor and maintenance of the completed system should be done by the same vendor for the entire system.
EMERGENCY ACTION is requested in order to have a contract in place with the PDT Communications, Ltd. as soon as possible.
Fiscal Impact
The amount for the expenditure is available within the Court's 2011 computer fund budget
Contract Compliance Number: 32-0109794; expiration date: 10/21/2013
Title
To authorize the Franklin County Municipal Court Judges, through the Administrative and Presiding Judge, to enter into contract with PDT Communications, Ltd. to replace its current Centrex telephone system and voice mail service with the bundled business communications solutions - I3 Customer Interaction Center (CIC) IP PBX Platform; to authorize the expenditure of up to an amount not to exceed $223,947.44 from the Court's computer fund; and to declare an emergency. ($223,947.44)
Body
WHEREAS, it is in the city's best interest that the Franklin County Municipal Court receive updated communication solutions; and
WHEREAS, funds in an amount up to an amount not to exceed $223,947.44 is budgeted within the Franklin County Municipal Court Judges computer fund; and
WHEREAS, an emergency exists in the usual daily operation of the Franklin County Municipal Court Judges in that it is immediately necessary to authorize a contract and associated expenditures with the PDT Communications, Ltd. in order to assure the purchase of bundled business communication solutions, thereby preserving the public peace, property, health, safety, and welfare; Now, Therefore
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
Section 1. That the Administrative and Presiding Judge of the Franklin County Municipal Court be and is hereby authorized to enter into contract with the PDT Communications, Ltd for the the purchase of bundled business communication solutions and maintenance.
Section 2. That the expenditure of $$211,604.79, or so much thereof as may be necessary, is authorized from the Franklin County Municipal Court, department 2501, computer fund, fund number 227 subfund 001, oca code 250340, object level 1 - 02, object level 3 - 2193, to pay the costs thereof.
Section 3. That the expenditure of $12,342.65., or so much thereof as may be necessary, is authorized from the Franklin County Municipal Court, department 2501, computer fund, fund number 227 subfund 001, oca code 250340, object level 1 - 03, object level 3 - 3372, to pay the costs thereof.
Section 4. That for the reasons in the preamble hereto, which is hereby made a part hereof, this ordinance is declared to be an emergency measure and shall take effect and be in force from and after passage if the Mayor neither approves nor vetoes the same.