Explanation
BACKGROUND: The Division of Water purchased a new telephone system for the Customer Service activities in 2000 from Astute, Inc. We have been very pleased with the system and would like to expand it into other sections. To do so, we need to purchase additional software licenses. Therefore, we would like to modify original contract number FL000623, with Astute, Inc., in order to purchase these licenses. The Contract Compliance Number for Astute, Inc. is 31-1453471. They do not have certified MBE/FBE status.
1. The amount of additional funds needed for this contract is $30,385.00. The original contract was established for $265,601.00. There has been a total of $158,871.00 in modifications. The total cost of the original contract and all modification is $189,256.00 454,857.00.
2. The need for these licenses was not known at the time of the original contract as the phone system was primarily for the Customer Services activities. Because we are pleased with the system and its performance, we would like to expand it to another activity.
3. It would be unreasonable to bid these licenses out to another vendor as we are adding to the current system provided by Astute. The vendor has managed the phone system for the last four years.
4. The cost of these additional software licenses is based on a quote received by Astute, Inc.
It is requested that this Ordinance be handled in an emergency manner, as we are unable to optimize the efficiency of the system without the flexibility of additional licenses.
FISCAL IMPACT: The Division of Water did not allocate any funds for these licenses and in the 2004 Budget. We will reprioritize Object Level One "03" expenditures in order to cover this purchase.
There were no expenditures related to this phone system in 2003.
$110,971.00 was spent in 2002 for an upgrade to the phone system in 2002.
Title
To authorize the Director of Public Utilities to modify the contract with Astute, Inc., to purchase additional software licenses for the telephone system, for the Division of Water, to authorize the expenditure of $30,385.00 from Water Systems Operating Fund, and to declare an emergency. ($30,385.00)
Body
WHEREAS, the Division of Water purchased a new telephone system for the Customer Services activities in 2000 from Astute, Inc., and
WHEREAS, we have been very pleased with the system and would like to expand it into other sections, and
WHEREAS, to do so, we need to purchase additional software licenses, and
WHEREAS, an emergency exists in the usual daily operation of the Division of Water, Department of Public Utilities, in that it is immediately necessary to authorize the Director of Public Utilities to enter into a contract, with Astute, Inc., to purchase additional software licenses for our telephone system, as we are unable to optimize the efficiency of the system without the flexibility of additional licenses, for the immediate preservation of public health, peace, property and safety; now, therefore,
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
Section 1. That the Director of Public Utilities be and is hereby authorized to enter into a contract with Astute, Inc., to purchase additional software licenses for our telephone system, for the Division of Water, Department of Public Utilities.
Section 2. That the expenditure of $30,385.00 or as much thereof as may be needed is hereby authorized from Water Works Fund 600, Department 60-09, OCA Code 602995, Object Level One 03, Object Level Three 3358, to pay the cost thereof.
Section 3. That for reasons stated in the preamble hereto, which is hereby made a part hereof, this Ordinance is 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.