Explanation
BACKGROUND: This ordinance authorizes the Director of the Department of Finance and Management, on behalf of the Division of Support Services, to establish a purchase order in the amount of $350,000.00 with Horizon Chillicothe Telephone, DBA Horizon Telcom, Inc to provide an upgrade to the the Department of Public Safety's existing NEC PBX telephone system to NEC SV8500 Platforms, as well as upgrading the existing Voicemail Platform with NEC UM8700 Platforms. The current telephone system is at the end of its useful life and will no longer be serviced by the manufacturer. Therefore, it is necessary to upgrade the current system to avoid any disruptions and/or downtime with Public Safety's communication system. The new phone system will also have a more robust backup capability. The new system will also ensure manufacturer support well into the future.
Bid Information: A competitive bid process was completed (SA004698) via vendor services. Horizon Telcom, Inc. was the only vendor to respond. Horizon's Contract Compliance number is 31-4147310, expiring 2-09-2014.
Emergency Designation: Emergency designation is requested to eliminate any possibility of disruption to the Department of Public Safety's telephone system.
FISCAL IMPACT: This legislation authorizes the purchase of an upgrade to the Department of Public Safety's existing NEC PBX telephone system, for $350,000.00. Funding for this expenditure is available in Public Safety's Capital Improvement Fund.
Title
To authorize the Director of Finance and management, on behalf of the Division of Support Services, to establish a purchase order with Horizon Telecom, Inc. to purchase an upgrade to the current Public Safety telephone system; to authorize the expenditure of $350,000.00 from the Public Safety's Capital Improvement Fund, and to declare an emergency. ($350,000.00)
Body
WHEREAS, the Department of Public Safety is in need of an upgrade to their current telephone and voicemail system ; and
WHEREAS, funds are budgeted in the Department of Public Safety's 2012 Capital Improvement Budget for the upgrade; and
WHEREAS, an emergency exists in the usual daily operations of the Department of Public Safety, Division of Support Services, in that it is immediately necessary to enter into contract with Horizon Telecom, Inc. for the upgrade of the current Public Safety telephone system to avoid any disruptions in communication, thereby preserving the public peace, health, property, safety and welfare; now, therefore
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Public Safety Department authorizes the Director of the Department of Finance and Management, on behalf of the Division of Support Services, to issue a purchase order to Horizon Telecom, Inc. for the upgrade of the current Public Safety NEC PBX telephone system to NEC SV8500 and upgrade the existing Voicemail Platform with NEC UM8700.
SECTION 2. That the expenditure of $350,000.00, or so much thereof as may be necessary in regard to the action authorized in SECTION 1, be and is herby authorized and approved as follows:
Division: 30-02
Fund: 701
Project Number: 470052-100004
OCA Code: 715204
Object Level 3: 6644
Amount $350,000.00
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 the City Auditor is hereby authorized to transfer the unencumbered balance in a project account to the unallocated balance account within the same fund upon receipt of certification by the Director of the Department administering said project that the project has been completed and the monies are no longer required for said project.
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.