Explanation
This ordinance authorizes the appropriation of $260,311.25 in the Information Services Operating Fund, Columbus City Schools (CCS) Telephone Services subfund. These are funds that CCS has provided to The City of Columbus, Department of Technology (DoT) to pay for supplies, services and capital equipment associated with the Voice-over-Internet-Protocol (VOIP) telephone project.
Per ordinance 2557-2017 passed by City Council October 30, 2017, and all exhibits, this on-going project is a collaborative partnership between the city and the schools. As the city expands its VOIP solution, services and equipment are made available to the schools and the schools are, in turn, reimbursing the city for incurred costs. These costs include maintenance and license renewals, phone company charges, staff augmentation, etc. Reimbursed funds are deposited into a special subfund, created expressly for the purpose of accounting for the project’s revenues and expenditures. Periodic appropriations from the unappropriated balance of this subfund are sought as needed and as reimbursements are submitted.
This ordinance also authorizes modifying an existing contract with CDW for expert Cisco Engineering services by adding $158,400.00 to it. This contract was recently renewed, via ordinance 3119-2019, and has a contract expiration date of 12-11-2020.
Original contract amount (PO149133/RFQ010773) - $48,960.00
Modification #1 (Ord. No. 0250-2019/ACPO003845/PO167298) - $ 0.00
Modification #2 (Ord. No. 1084-2019) - $247,200.00
Renewal #1 (Ord. No. 3119-2019) - $0
Modification #3 (This ordinance) - $158,400.00
Total aggregate amount of contract and modifications/renewals - $454,560.00
Finally, this ordinance authorizes the Director of Finance and Management, on behalf of the Department of Technology, to associate all General Budget Reservations resulting from this ordinance with pre-established Universal Term Contract (UTC)/Purchase Agreements (PA) PO000901 with AT&T for data services.
CONTRACT COMPLIANCE:
CDW: CC#- 364230110, expires 1-31-2020; DAX#-007352
AT&T: CC#-340436390, expires 1-7-21; DAX #-006413
FISCAL IMPACT:
There is currently an unencumbered cash balance of $260,311.25 in the Information Services Operating Fund, Columbus City Schools Telephone Services subfund. Late last year, ordinance 2958-2019 appropriated $322,966.25 to this subfund, though the funds were not encumbered or expended in their entirety before the end of the year. As such, the remaining appropriation lapsed at the end of the year. Once the current cash balance of $260,311.25 is appropriated, there will be more than sufficient funds to cover the requested expenditures in this ordinance.
EMERGENCY LEGISLATION:
Emergency action is requested so that funds are in place to continue implementation of the above-described VOIP project without interruption.
Title
To authorize the appropriation of $260,311.25 from the unappropriated balance of the Columbus City Schools, Telephone Services subfund, to the Department of Technology, Information Services Division, Information Services Operating fund; to authorize the Director of the Department of Technology to modify an existing contract with CDW for expert Cisco Engineering services; to authorize the Director of Finance and Management, on behalf of the Department of Technology, to associate all General Budget Reservations resulting from this ordinance with a pre-established Universal Term Contract/Purchase Agreement with AT&T for data services; to authorize the expenditure of $237,345.00 for the above-described purposes to continue the City of Columbus, Columbus City Schools Voice-over-Internet-Protocol (VOIP) telephone project and to declare an emergency. ($237,345.00)
Body
WHEREAS, on October 31, 2017, the City of Columbus and Columbus City Schools entered into a collaborative partnership for a Voice-over-Internet-Protocol solution with the passage of ordinance 2557-2017; and
WHEREAS, pursuant to the above noted ordinance and all attachments and exhibits, Columbus City Schools reimburses the City of Columbus for incurred costs; and
WHEREAS, these reimbursed funds are deposited into a special subfund, created expressly for the purpose of accounting for the project’s revenues and expenditures; and
WHEREAS, there is currently an unencumbered balance of $260,311.25 in the Information Services Operating Fund, Columbus City Schools Telephone Services subfund; and
WHEREAS, the Department of Technology desires to appropriate the entire amount noted above to provide funds to modify an existing contract with CDW, in the amount of $158,400.00, for Cisco Engineering services and to authorize the Director of Finance and Management, on behalf of the Department of Technology, to associate all General Budget Reservations resulting from this ordinance with a pre-established Universal Term Contract/Purchase Agreement with AT&T for data services for $78,945.00; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Technology in that it is immediately necessary to undertake the above-stated actions to continue implementation of the above-described VOIP project without interruption, 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 City Auditor be and is hereby authorized and directed to appropriate $260,311.25 to the Department of Technology, Information Services Division, Information Services Operating Fund, Columbus City Schools (CCS) Telephone Services subfund, as follows: (See 0387-2020EXP)
Department/Division No. 47-02| Fund: 5100| Sub-Fund: 510010| Object Class: 03| Main Account: 63000 |Program IT021| Section 3 code: 470201| Section 4: IT15| Amount: $260,311.25|
SECTION 2. That the Director of the Department of Technology is hereby authorized to modify the existing contract with CDW Government, LLC to continue to receive expert Cisco Engineering services for various City of Columbus projects in the amount of $158,400.00, and that the term of the modified contract be unchanged, with an expiration date of 12/11/20.
SECTION 3. That the Director of Finance and Management, on behalf of the Department of Technology, be and is hereby authorized to associate all General Budget Reservations resulting from this ordinance with a pre-established Universal Term Contract (UTC)/Purchase Agreement (PA) PO000901 with AT&T for data services as follows:
AT&T (PA000901 - expires 03/31/2020) $78,945.00
SECTION 4. That, in the Department of Technology, Information Services Division, for the above-stated actions and on behalf of the City of Columbus, Columbus City Schools Voice-Over-Internet-Protocol collaborative project, a total expenditure of $237,345.00, or so much thereof as may be necessary, is authorized as follows: (See 0387-2020EXP)
Department/Division No. 47-02| Fund: 5100|SubFund: 510010| Program IT021| Section 3 code: 470201| Section 4: IT15| Object Class: 03| Main Account: 63050| Amount: $158,400.00
Department/Division No. 47-02| Fund: 5100|SubFund: 510010| Program IT021| Section 3 code: 470201| Section 4: IT15| Object Class: 03| Main Account: 63952| Amount: $78,945.00
SECTION 5: That the City Auditor is authorized to make any changes to revise the funding source for any contract or contract modifications associated with this ordinance.
SECTION 6: That the funds necessary to carry out the purpose of this ordinance are hereby deemed appropriated, and the City Auditor shall establish such accounting codes as necessary.
SECTION 7: That for 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.