Explanation
BACKGROUND:
This legislation authorizes the Director of the Department of Technology (DoT), to enter into contracts with Sagemcom Canada, Inc. for the purchase of the Sagecom Canada Inc. XMediusFAX software, licenses and support for $12,726.85, and with Logos Communications Inc. (LOGOS) for $13,600.00 associated professional installation services. The City of Columbus is executing a plan that includes utilizing the data infrastructure investment and extending a platform to provide a Cisco Unified Communications solution to each of the city's departments. The City of Columbus is also currently working on a collaborative IT project titled CHRIS. The CHRIS project involves a variety of business process improvements that primarily address employee management functions of the organization. A primary requirement for the proposed solution is the ability to separate out administration based on Active Directory accounts, document management is a significant component of this solution. This option is available with the Media software, which would provide a citywide solution. As fax is a common method of communication within the City departments, a method of gathering these faxes into the document management solution has become a priority for the CHRIS project. Recognizing that fax communication is an important topic as it related to the CHRIS Project (payroll system), Logos Communications, Inc. was engaged to deliver a needs assessment to identify the appropriate fax architecture to meet the current and future needs of the various city departments.
Sagemcom Canada Inc. XMediusFAX is the preferred solution, as it will meet and exceed many of the requirements gathered throughout this assessment process. LOGOS is our existing Voice Over IP consultant, so it is in the City's best interest and most practical alternative to have LOGOS provide the professional installation services for Fax Over IP. LOGOS is also responsible for supporting the city's Cisco Unified Communications Manager (CUCM). The CUCM handles the routing and transferring of all VOIP call traffic, when Fax Over IP is added to the city, the fax information will be routed by the CUCM.
This ordinance also requests to waive the competitive bidding provisions in accordance with Section 329.06 of the Columbus City Code. This company is not debarred according to the Federal excluded parties listing or prohibited from being awarded a contract according to the Auditor of State unresolved findings for recovery certified search.
EMERGENCY:
Emergency action is requested to ensure that the necessary purchase orders are established in a timely manner to allow the vendor to start their project service work as planned and not delayed.
FISCAL IMPACT:
The cost associated with this legislation is $26,326.85 for the purchase of the SageCom Canada Inc. XMediusFAX software and to enter into a contracts with Sagemcom Canada, Inc. and Logos Communications Inc., for associated professional services, this amount is budgeted and available within the Department of Technology, Information Services Capital Improvement Fund.
CONTRACT COMPLIANCE NUMBERS:
Logos Communications, Inc., CC#: 34-1631678, Expiration Date: 11/17/2012
Sagemcom Canada, Inc., CC#: 98-0231729, Expiration Date: 11/18/2012
Title
To authorize the Director of the Department of Technology, to enter into contracts with Sagemcom Canada Inc for the purchase of the Sagemcom Canada Inc. XMediusFAX software and to enter into a contract with Logos Communications Inc., for associated professional services; to waive the competitive bidding provisions of the Columbus City Codes; to authorize the expenditure of $26,326.85 from the Department of Technology, Information Services Capital Improvement Fund; and to declare an emergency. ($26,326.85)
Body
WHEREAS, this legislation authorizes the Director of the Department of Technology (DoT), to enter into contracts with Sagemcom Canada Inc. for the purchase of the Sagemcom Canada Inc. XMediusFAX software and with Logos Communications Inc., for associated professional services; and
WHEREAS, recognizing that fax communication is an important topic as it related to the CHRIS Project (payroll system), Logos Communications, Inc. was engaged to deliver a needs assessment to identify the appropriate fax architecture to meet the current and future needs of the various city departments; and
WHEREAS, this ordinance also requests approval to waive the competitive bidding provisions in accordance with Columbus City Code, Section 329.06; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Technology, in that it is immediately necessary to enter into contracts with Sagemcom Canada Inc. for the purchase of the Sagemcom Canada Inc. XMediusFAX software and with Logos Communications Inc. (LOGOS) for associated professional services, 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 Director of the Department of Technology is hereby authorized to enter into contracts with Sagemcom Canada Inc., for the purchase of the Sagemcom Canada Inc. XMediusFAX software for $12,726.85 and with Logos Communications Inc., for $13,600.00 to cover the cost of professional installation services, with funds associated with this ordinance coming from within the Department of Technology, Information Services Capital Improvement Fund.
SECTION 2: That the expenditure of $26,326.85 or so much thereof as may be necessary is hereby authorized to be expended from:
Dept./Div.:47-02| Fund: 514| Subfund: 002| OCA Code: 514049| Project Number: 470049-100000| Project Name: Human Resources Information System| Obj. Level 1: 06| Obj. Level 3: 6655| Amount: $26,326.85|
( Sagemcom -$12,726.85 and Logos Communications Inc., - $13,600.00)
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 this ordinance requests approval to waive the competitive bidding provisions of Section 329.06 of the Columbus City Code.
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.