Explanation
BACKGROUND:
The Department of Technology's Metronet Services provides data connectivity that supports various business functions and allows all city agencies and departments to communicate. Currently, the Department of Technology has a need to provide services connected to the Metronet's Voice Over Internet Phone (VOIP) system. However, these services needed through the approval of this ordinance consist of services associated with the installation of new VOIP phones and Voice Mail (VM) services. These services and phones are needed for two (2) facilities; the Jerry Hammond Center, where the Department of Recreation and Parks, Department of Technology, Community Relations and 3-1-1 will be relocated and the Fleet facility at Groves Road. Also, at the same time, the Citywide Voice Mail conversion will take place for existing voice mail users utilizing the current, outsourced system. This conversion will reduce monthly Centrex phone costs by eighty percent and eliminate outsourced Voice Mail expenditures Citywide.
This ordinance authorizes the Director of the Department of Finance and Management, on behalf of the Department of Technology, to establish Blanket Purchase Orders for the acquisition of equipment, professional and related services associated with the Metronet Voice Over Internet Phone (VOIP) system project, Voice Mail service, and IVR service, from four (4) pre-existing Universal Term Contracts (UTC), established through the competitive bid process by the Purchasing Office, with the following vendors:
Insight Public Sector, Professional Services $56,000.00 (FL0025555, BPCMP30D - Expiration Date: 12/31/08)
Pomeroy IT Solutions, Network Hardware/Maintenance $516,000.00 (FL002554, BPCMP30B- Expiration Date: 12/31/07; the Purchasing Office is in process of extending this for one year, prior to the expiration date)
Echo 24 Inc., voice/data wiring service $10,000 (FL002553, BPCMP30C - Expiration Date: 12/31/08)
PDT Communications LTD, IVR services $30,500 (FL003366, BPCOM11A - Expiration Date: 12/31/2009).
Insight Public Sector will be supplying professional services via the Network Services UTC contract with the City of Columbus. Pomeroy IT Solutions will be supplying hardware/equipment maintenance via Cisco UTC contract with the City of Columbus. Echo 24 Inc. will be providing wiring services via the Network Services UTC contract with the City of Columbus. PDT Communications LTD will be providing IVR professional services via the IVR UTC with the City of Columbus.
EMERGENCY: Emergency action is requested to ensure that the needed services are not delayed; thus reducing the risk of potential outage and or interruption in services associated with the necessary services requested.
FISCAL IMPACT: The Voice Over Internet Phone (VOIP) project is in need of $612,500.00 in funding. Funding for this project, in the amount of $1,900,000.00, is included in the total of bonds to be sold during the November 14, 2007 Bond Sale.
CONTRACT COMPLIANCE NUMBERS:
Insight Public Sector: 363949000 Expiration Date: 2-28-08
Echo 24 Inc.:311753698 Expiration Date: 10/19/08
PDT Communications LTD: 320109794 Expiration Date: 11/08/2008
Pomeroy IT Solutions: 611352158 Expiration Date: 10/24/09
Title
To authorize the Director of the Department of Finance and Management, on behalf of the Department of Technology to establish Blanket Purchase Orders with Insight Public Sector, Pomeroy IT Solutions, Echo 24 Inc., and PDT Communications LTD for the acquisition of equipment, professional and related services associated with the Metronet's Voice Over Internet Phone project; to authorize the expenditure of $612,500.00 from the Information Services Bond Fund; and to declare an emergency. ($612,500.00)
Body
WHEREAS, the Department of Technology's Metronet Services provides data connectivity that allows all city agencies and departments to communicate and support other business functions; and
WHEREAS, currently, the Department of Technology has a need to provide services connected to the Metronet's Voice Over Internet Phone (VOIP) system, and
WHEREAS, these services needed through the approval of this ordinance, consist of services associated with the installation of new VOIP phones and Voice Mail (VM) services. These services and phones are needed for two (2) facilities; and
WHEREAS, it is necessary for the Director of the Department of Finance and Management, on behalf of the Department of Technology, to establish purchase orders with vendors for hardware and related services, in connection with the Metronet VOIP services, from four (4) pre-existing Universal Term Contracts (UTC), established through the competitive bid process by the Purchasing Office; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Technology, in that it is immediately necessary for the Director of the Finance and Management Department to establish purchase orders with multiple vendors for hardware and related services in connection with the Metronet VOIP services project, to ensure that this project is not delayed, thereby not endangering various city systems, 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 Finance and Management, on behalf of the Department of Technology, is hereby authorized to establish Blanket Purchase Orders with the following vendors for hardware and related services, in connection with the Metronet VOIP service, Voice Mail service, and IVR service, from four (4) pre-existing Universal Term Contracts (UTC), established through the competitive bid process by the Purchasing Office; Insight Public Sector - $56,000.00, Pomeroy IT Solutions - $516,000.00, Echo 24 Inc. - $10,000.00 and PDT Communications LTD - $30,500.00 for the total amount of $612,500.00.
SECTION 2: That the expenditure of $612,500.00 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: 470052| Project Number: 470052| Project Name: Telephone Upgrades| Obj. Level 1: 06| Obj. Level 3: 6655| Amount: $612,500.00
SECTION 3: That the City Auditor is authorized to make any acccounting changes to revise the funding source for all contracts or contract modifications associated with this ordinance.
SECTION 4: 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.