Explanation
BACKGROUND
This ordinance authorizes the Director of the Department of Technology (DoT), on behalf of the City of Columbus, to enter into a professional service agreement with Columbus City Schools (CCS) for the continuation of its collaborative partnership for the provision of VoIP services.
Ordinance 2557-2017 (and all exhibits) passed by City Council on October 30, 2017, established an on-going collaborative partnership between the city and CCS. 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 and data charges, staff augmentation, etc.
The city will continue to maintain, support, and revise the shared VoIP solution hosting environment and provide 24-hour Tier 2-4 resolution support, and remotely support CCS Tier-1 with deployment, operations and provisioning of IP phones and the VoIP solution. The specific responsibilities of each party are spelled out in associated exhibits attached to this ordinance. The coverage period begins on July 1, 2025, and ends on June 30, 2026.
Finally, as part of this agreement, DoT may transfer surplus VoIP enabled phone units to CCS. As such, the ordinance also authorizes waiver of Columbus City Codes section 329.34 relating to the sale of city owned personal property. DoT is currently phasing out and upgrading its phone units and has the ability to direct surplus units, no longer needed by the city to CCS, should that be found to be a viable and cost-effective option.
Emergency Designation: Emergency designation is required to due to the pending expiration of the current VoIP contract at the end of June.
FISCAL IMPACT
The funds are to be deposited into a special subfund, created expressly to account for payments and expenditures. Periodic appropriations from the unappropriated balance of this subfund are sought as needed and as funds are received by the city. The City of Columbus will be reimbursed up to $192,271.00 for services provided.
Title
To authorize the Director of the Department of Technology (DoT), on behalf of the City of Columbus, to enter into a professional agreement with Columbus City Schools (CCS) for the continuation of its collaborative partnership for the provision of VoIP services; to authorize the waiver of Columbus City Codes, relating to the sale of city owned personal property; to authorize the reimbursement of up to $192,271.00 by CCS to the city for said services; and to declare an emergency. ($0.00)
Body
WHEREAS, this ordinance authorizes the Director of the Department of Technology (DoT), on behalf of the City of Columbus, to enter into a professional service agreement with Columbus City Schools (CCS) for the continuation of its collaborative partnership for the provision of VoIP services; and
WHEREAS, as part of this agreement, DoT will maintain, support and revise the shared VoIP solution hosting environment and provide 24-hour Tier 2-4 resolution support, and remotely support CCS Tier-1 with deployment, operations and provisioning of IP phones and the VoIP solution; and
WHEREAS, as part of this agreement, CCS will reimburse the city up to $192,271.00 for the above described services, the proceeds of which will go into the established subfund for this purpose; and
WHEREAS, a waiver of Columbus City Codes Section 329.34, relating to the sale of city owned personal property, is requested to allow for the option of transferring surplus VoIP enabled phones to CCS; and
WHEREAS, an emergency exists in the usual and daily operation of the Department of Technology (DoT) in that it is immediate necessary to authorize the above described service for the Columbus City Schools in advance of the expiration of the current contract at the end of June, 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, on behalf of the City of Columbus, is hereby authorized to enter into a professional service agreement with Columbus City Schools governing the terms and conditions for provision of VoIP services.
SECTION 2. That the City of Columbus will be reimbursed up to $192,271.00 for services provided to the Columbus City Schools and that the payment is set to recover the city’s costs only.
SECTION 3. That the payment received from Columbus City Schools as a result of the agreement will be deposited into fund 5100, subfund 510010, and that expenditures from this subfund will be limited to the subfund’s purpose.
SECTION 4. That this agreement will become effective for one year beginning on July 1, 2025, and ending on June 30, 2026. (See attachment 1024-2025 Agreement)
SECTION 5. That Section 329.34 of Columbus City Codes relating to the sale of city owned personal property is hereby waived only as it relates to the transfer of surplus VoIP enabled phones to Columbus City Schools.
SECTION 6. 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.