Explanation
BACKGROUND: The City of Columbus Purchasing Office has an established Universal Term Contract with VoiceCom for voice mail services. VoiceCom, through the Department of Technology (DoT), provides services for numerous City agencies including but not limited to various divisions and sections of Civil Service, the Health Department, Mayor's Office, Public Safety, Development, Finance, Public Utilities, Public Service, Recreation and Parks, and Human Resources.
In past fiscal years, the cost associated with voice mail services was paid by each City agency that used the VoiceCom voice-mail service, thereby fragmenting the costs. This kept expenditures for each city agency below the $100,000 maximum that is placed on UTC expenditures by any single City Agency under the provisions of City Code 329.07(g).
FISCAL IMPACT: Based on a recent cost analysis, the total 2003 expenses for VoiceCom are projected to be $121,655.93 with approximately $98,284.28 expended thus far. The balance needed to cover the remainder of this year's obligation is currently projected to be $11,793.01, unless an unforeseeable increase occurs. Funding is available in the 2003 Information Services Fund.
EMERGENCY: Emergency legislation is requested to expedite authorization of this contract in order to facilitate uninterrupted services from the supplier.
CONTRACT COMPLIANCE NUMBER: 34-1533392 Expires 03/14/2004
Title
To authorize the Director of the Department of Finance to increase a purchase order with VoiceCom for the purchase of voice-mail services for the Department of Technology, on behalf of numerous City agencies, to authorize the expenditure of $11,793.01 from Technology Department, Internal Service Fund; and to declare an emergency. ($11,793.01)
Body
WHEREAS, City Council authorized the establishment of a Universal Term Contract with VoiceCom for voice mail services, and
WHEREAS, In past fiscal years, the costs associated with VoiceCom was paid by each individual City agency that used said company's service thereby fragmenting the costs. Thus causing expenditures for each city agency, with this one service-provider, being kept below the $100,000 threshold, the maximum amount allowed on UTC expenditures by any single City Agency , and
WHEREAS, Additional funds are required for voice-mail services provided through the Department of Technology on behalf of numerous City agencies including but not limited to various divisions and sections of Civil Service, the Health Department, Mayor's Office, Public Safety, Development, Finance, Public Utilities, Public Service, Recreation and Parks, and Human Resources, and Recreation and Parks, and
WHEREAS, There is a need to issue a purchase order to VoiceCom on behalf of the Department of Technology that will cause annual expenditures to exceed said $100,000 limit, and
WHEREAS, The balance needed to cover the remainder of this year's obligation is currently projected to be $11,793.01, unless an unforeseeable increase occurs, and
WHEREAS, An emergency exists in the usual daily operation of the City in that it is immediately necessary to authorize this purchase order, 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 Technology be and is hereby authorized to increase a blanket purchase order for voice mail services from VoiceCom related to provision and operation of city business phone systems.
SECTION 2: That the expenditure of $11,793.01 or so much thereof as may be necessary is hereby authorized to be expended from:
|Div.:47-01| Fund: 514| Subfund: 599| OCA: 514599| Obj. Level 1: 03| Obj. Level 3: 3428| Amount: $1,399.83|
|Div.:47-01| Fund: 514| Subfund: 650| OCA: 514650| Obj. Level 1: 03| Obj. Level 3: 3428| Amount: $7,978.56|
|Div.:47-01| Fund: 514| Subfund: 240| OCA: 514240| Obj. Level 1: 03| Obj. Level 3: 3428| Amount: $1,722.12|
|Div.:47-01| Fund: 514| Subfund: 513| OCA: 514013| Obj. Level 1: 03| Obj. Level 3: 3428| Amount: $692.50|
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