Explanation
Background:
This legislation authorizes the Director of the Department of Finance and Management, on behalf of the Department of Technology (DoT), to establish a purchase order with G3 Technology Partners, for the purchase of the Interaction Auto Dialer and Voice Recognition upgrade inclusive of software ($3,375.00), maintenance and support-pro-rated ($637.00) , training ($2,900.00) and professional services ($27,500.00) for a total of $34,412.50. This purchase order will be created utilizing the terms and conditions from an existing Universal Term Contract (UTC), established through the competitive bid process (SA003426) by the Purchasing Office, with G3 Technology Partners (FL004507, with an expiration date of March 31, 2012). This purchase will also allow the Department of Technology to provide the ability to send recorded emergency notifications to employees and/or citizens of Columbus. Expanding the system with the Interaction Dialer and upgrading to the current version would allow more city departments to take advantage of the features and functionality the system provides as well as provide more employee efficiency provided by the IVR system.
The IVR system was initially purchased by the Department of Public Utilities (DPU) for use in the Water call center and DPU administered the system. The Department of Technology took ownership over the system, during which time 311 call center, the Technology Help Desk and Sewer Maintenance were added to the IVR system. The IVR system is used for call centers because the system is made to integrate into applications and allows automated notification and speech recognition. The Mayor's Office, Public Utilities and many other departments have requested the Interaction Auto Dialer for emergency notification. Currently, multiple city departments have processes that can be automated by the Interaction Dialer and effectively save time and money by the automation such as: Notifying affected citizens of various City alerts, notifying applicants of Civil Service test date changes, and notifying City Employees in the event of any emergency situations.
Fiscal Impact:
Earlier this year, the Department of Technology established a purchase order (UT037400) in the amount of $84,341.25 with the vendor for annual maintenance support on the IVR system. The cost associated with this legislation is $34,412.50. Funds are available within the Department of Technology, Information Services Capital Improvement Fund (Build America Bonds/B.A.B.s).
EMERGENCY:
Emergency designation is requested to immediately facilitate prompt payment and to avoid interruption in the performance of services in the usual daily operation.
Contract Compliance:
Vendor Name: G3 Technology Partners C.C #/F.I.D #: 71-0957200 Expiration Date: 12/2/2011
Title
To authorize the Director of the Department of Finance and Management, on behalf of the Department of Technology, to establish a purchase order with G3 Technology Partners from an existing Universal Term Contract for the purchase of the Interaction Auto Dialer and Voice Recognition upgrade inclusive of software, maintenance support, training and professional services; and to authorize the expenditure of $34,412.50 from the Department of Technology, Information Services Capital Improvement Fund (Build America Bonds/B.A.B.s); and to declare an emergency. ($34,412.50)
Body
WHEREAS, this legislation authorizes the Director of the Department of Finance and Management, on behalf of the Department of Technology, to establish a purchase order with G3 Technology Partners, for the purchase of the Interaction Auto Dialer and Voice Recognition upgrade inclusive of software, maintenance support, training and professional services; and
WHEREAS, this purchase order will be created utilizing the terms and conditions from an existing Universal Term Contract (UTC), established through the competitive bid process (SA003426) by the Purchasing Office, (FL004507, with an expiration date of March 31, 2012); and
WHEREAS, an emergency exists in the usual daily operation of the City in that it is immediately necessary to authorize the Director of the Department of Finance and Management to establish a purchase order with G3 Technology Partners for the purchase of the Interaction Auto Dialer and Voice Recognition upgrade inclusive of software,maintenance support, training and professional services; and to ensure that this project is not delayed, 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 Director of the Department of Finance and Management, on behalf of the Department of Technology, is authorized to establish a purchase order with G3 Technology Partners from an existing Universal Term Contract (UTC/FL004507), with an expiration date of March 31, 2012), for the purchase of the Interaction Auto Dialer and Voice Recognition upgrade inclusive of software, support, training and professional services, in the amount of $34,412.50.
SECTION 2: That the expenditure of $34,412.50 or so much thereof as may be necessary is hereby authorized to be expended from the Department of Technology, Information Services Capital Improvement Fund (B.A.B.'s), is hereby authorized as follows:
Div.: 47-02|Fund: 514|Subfund: 003|Project Name: Telephone Upgrades| Project No.: 470052-100000| Project OCA: 514052| Obj. Level 1: 06|Obj. Level 3: 6649|Amount: $34,412.50.
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 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 approved nor vetoes the same.