Explanation
BACKGROUND: To modify and extend the existing city-wide contract, CT09759 for the option to purchase Voice and Data Transport Services for the Department of Technology, the largest user, to and including December 31, 2009. A contract was established July 1, 1988 pursuant to the sole source provisions of Chapter 329 of the City Code. This modification is a result of negotiations between AT&T (Contract Compliance #36-3258076, expires August 10, 2008), the Department of Technology and the Department of Finance & Management. The company is not listed on the Auditor of State Findings for Recovery Database or the Federal Excluded Parties Listing.
1. Amount of additional funds: No additional funding is required to modify the contract by extending the expiration date. However, City agencies will expend approximately $ 2.1 million for the telephone and transport services annually. This figure includes negotiated discounts that benefit the City.
2. Reason additional needs were not foreseen:
The Department of Technology has determined this contract modification will allow sufficient time for technologies such as Voice Over Internet Protocol to be implemented.
3. Reason other procurement processes not used: The same products are required as originally bid, however, additional discounts and the adding of data transmission capabilities have been negotiated.
4. How cost was determined: The cost, terms and conditions were negotiated with the vendor.
FISCAL IMPACT: No funding is required to extend the option contract. Each city agency must establish/utilize their own funding for their estimated expenditures. Where the annual expenditure exceeds $100,000 by agency, they will seek City Council and Mayor approval for such expenditures.
These services are vital to our continued operations. In order to provide uninterrupted service and supply, this ordinance is being submitted as an emergency
Title
To authorize and direct the Finance & Management Director to modify and extend the citywide contract for the option to purchase Voice and Data Transport Services with AT&T; to waive the provisions of competitive bidding and to declare an emergency.
Body
WHEREAS, the City requires telephone and data transport services to support vital communication services; and
WHEREAS, The Department of Technology has determined that a modification to extend CT 09759 for three additional years will give adequate time to complete the technology move from the present Centrex telephone system to Voice Over Internet Protocol (VO-IP); and
WHEREAS, AT&T has agreed to extend CT 09759 to and including December 31, 2009; and
WHEREAS, This contract modification includes not only negotiated pricing terms resulting in savings but also expanded data transmission capabilities; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Technology in that it is immediately necessary to modify and extend CT09759 for an option to purchase Voice and Data Transport Services to avoid interruption in services, thereby preserving 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 Finance & Management Director be and is hereby authorized and directed to modify and extend CT 09759 with AT&T to and including December 31, 2009.
SECTION 2. That the provisions of Section 329.06 related to competitive bidding are hereby waived.
SECTION 3. 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.