Explanation
BACKGROUND:
This ordinance authorizes the Director of the Department of Finance and Management, on behalf of the Department of Technology, to establish a purchase order for the acquisition of a Cisco Enterprise License Agreement (ELA) for telephone and voice mail licensing and maintenance. This purchase order will be created utilizing the terms and conditions from a pre-existing Universal Term Contract (UTC) with Network Dynamics Inc. (FL005447, BPCMP30H- Expiration Date: 6/30/16 established through the competitive bid process by the Purchasing Office) in the amount of $680,580.80. The term period coverage for this ELA will be for 5 years from the date of a certified purchase order from the City Auditor.
The Department of Technology's Metronet Services provides voice, video and data connectivity that supports various business functions and allows all city agencies and departments to communicate. Currently, the Department of Technology is in the process of migrating Public Safety and other city agencies to the citywide voice over internet protocol (VoIP) environment, utilizing the city's current data network infrastructure investment. This will provide the latest technological advancements and allow the city to continue to migrate city agencies to a consolidated telephony service. VOIP technology allows telephone calls to travel over the city's data network further utilizing the City's current network investment.
The Department of Technology has an immediate need to expand the citywide Voice Over IP (VOIP) infrastructure for the additional phones that will be integrated into the citywide system and to upgrade the current telephone system licensing and maintenance. The current annual cost for the City's existing telephone system licensing (licenses for 2,700 VOIP phones, and 3,049 voice mails citywide) and maintenance is $139,896.00. The new Enterprise License Agreement is for a five year term at an annual cost of $136,116.16 with no additional licensing for telephone or voice mail needed to expand the system over the five year period.
This Enterprise License Agreement is necessary to provide the City with the ability to expand and migrate citywide telephony into a single, consolidated platform. In addition, the ELA will simplify a complex licensing methodology where licensing for each feature will now fall into one easily managed system. This legislation will authorize and allow for the purchase of the licensing and software that are needed for the City to provide VOIP services at locations throughout the City.
EMERGENCY:
Emergency action is requested to ensure that the needed services are not delayed or interruption in services associated with the necessary services requested and to establish a purchase order at the earliest possible date to acquire the new ELA.
FISCAL IMPACT:
Approval of this ordinance will allow for the expenditure of $680,580.80, for the Cisco Enterprise License Agreement (ELA), utilizing a UTC with Network Dynamics Inc. Funding for this project in the amount of $680,580.80 is available within the Department of Technology, Information Services Division, Capital Improvement Fund.
CONTRACT COMPLIANCE:
Vendor Name: Network Dynamics Inc. CC#: 36-3941419 Expiration Date: 11/07/14
Title
To authorize the Director of the Department of Finance and Management, on behalf of the Department of Technology to establish a purchase order for the acquisition of a Cisco Enterprise License Agreement (ELA) for telephone and voice mail licensing and maintenance from a pre-established universal term contract (UTC) with Network Dynamics Inc.; to authorize the expenditure of $680,580.80 from the Department of Technology, Information Services Division, Capital Improvement Fund; and to declare an emergency. ($680,580.80)
Body
WHEREAS, the Department of Technology's Metronet Services provides data connectivity that allows city agencies to communicate and support other business functions; and
WHEREAS, currently the Department of Technology is in the process of migrating Public Safety and other city agencies to the citywide voice over internet protocol (VoIP) environment, utilizing the city's current data network infrastructure investment, and
WHEREAS, the Department of Technology has an immediate need to expand the citywide Voice Over IP (VOIP) infrastructure for the additional phones that will be integrated into the Citywide system and to upgrade the current telephone system licensing and maintenance, and
WHEREAS, this ordinance authorizes the Director of the Department of Finance and Management, on behalf of the Department of Technology, to establish a purchase order for the acquisition of a Cisco Enterprise License Agreement (ELA) for telephone and voice mail licensing and maintenance utilizing a pre-existing Universal Term Contract (UTC) with Network Dynamics Inc. (FL005447, BPCMP30H- Expiration Date: 6/30/16 in the amount of $680,580.80 with a term period coverage for 5 years from the date of a certified purchase order from the City Auditor.
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 a purchase order with Network Dynamics Inc. for a Cisco Enterprise License Agreement (ELA), to ensure that this project is not delayed, thereby not endangering citywide business continuity, 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 a purchase order for the acquisition of a Cisco Enterprise License Agreement (ELA) for telephone and voice mail licensing and maintenance utilizing the terms and conditions from a pre-existing Universal Term Contract (UTC) with Network Dynamics Inc. (FL005447, BPCMP30H- Expiration Date: 6/30/16, in the amount of $680,580.80. The term period coverage for this ELA will be for 5 years from the date of a certified purchase order from the City Auditor.
SECTION 2: That the expenditure of $680,580.80 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: 512246|Project Number: 470046- 100005| Project Name: Police Network Upgrade-{Carryover}| Obj. Level 1 -06: | Obj. Level 3: 6655| Amount $380,580.80
Dept./Div.:47-02| Fund: 514| Subfund: 002| OCA Code: 514252|Project Number: 470052- 100005| Project Name: Police Telephone Upgrade-{Carryover}| Obj. Level 1 -06: | Obj. Level 3: 6655| Amount $300,000.00
SECTION 3: That the funds necessary to carry out the purpose of this ordinance are hereby deemed appropriated, and the City Auditor shall establish such accounting codes as necessary.
SECTION 4: 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 5: That the City Auditor is hereby authorized to transfer the unencumbered balance in a project account to the unallocated balance account within the same fund upon receipt of certification by the Director of the department administering said project that the project has been completed and the monies are no longer required for said project.
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.