Explanation
BACKGROUND:
This legislation will authorize the Director of Finance and Management, on behalf of the Department of Technology, to establish a purchase order from an existing UTC (FL005447, BPO BPCMP30H) with Network Dynamics Inc., which expires June 30, 2016. The purchase order will provide new Voice Over IP (VOIP) telephones at Police HQ that will continue the city's effort to consolidate into a single telephone system citywide . The UTC provides for a 50% minimum discount off of Cisco list prices for hardware, and a 28% discount for SMARTnet hardware maintenance. Network Dynamics is offering the hardware and SMARTnet maintenance at the UTC negotiated discounts. The total cost of the network equipment and maintenance is $223,768.50.
The Data Center will be implementing high capacity storage for Police cruiser video and will need additional high speed Cisco components for the data delivery between storage devices. Network Dynamics Inc., the city's UTC provider, will provide the Cisco components at a cost of $70,508.00.
These purchases will support the city's VOIP infrastructure and the upgrade of the video storage infrastructure. Voice Over IP has been a continued cost savings and efficiency measure since implementation by the Department of Technology in 2008. Cisco components provide the video storage data delivery platform between the city's redundant data centers. The purchases to be authorized in this ordinance are needed in order to keep this critical infrastructure stable and properly sized to meet the city's needs.
FISCAL IMPACT:
Funding in the amount of $294,276.50 was budgeted and is available for the acquisition of equipment associated with the Metronet VOIP/ Data Center expansion project within the Department of Technology, Information Services Division, Capital Improvement Bond Fund, Project Number/Name: 470052-100005 (Police Telephone Upgrade), 470046-100005 (Police Network Upgrade) and 470047-100000 (Enterprise System Upgrades).
EMERGENCY:
Emergency designation is being requested for this purchase to continue with services that are necessary to support daily operation activities; to ensure no service interruption.
CONTRACT COMPLIANCE NUMBER:
Vendor Name: Network Dynamics Incorporated F.I.D#/C.C#: 36 - 3941419 Expiration Date: 11/18/2016
Title
To authorize the Director of the Department of Finance and Management, on behalf of the Department of Technology, to establish purchase orders for the acquisition of equipment and maintenance with Network Dynamics Inc. for Cisco hardware and maintenance associated with the Metronet's VOIP/ Data Center expansion project; to authorize the expenditure of $294,276.50 from the Department of Technology, Information Services Division, Capital Improvement Bond Fund; and to declare an emergency.($294,276.50)
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 VOIP services to Police HQ and Data Center expansion for Police video; and
WHEREAS, the purchases needed through the approval of this ordinance consist of hardware and maintenance purchases associated with the VOIP telephone network and high speed data delivery to the video storage network; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Technology, in that it is immediately necessary to authorize the Director of the Department of Finance and Management to establish a purchase order for hardware and maintenance in connection with the Metronet VOIP/Data Center expansion project, to ensure uninterrupted services, for the preservation of the public health, property, peace, 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 with Networks Dynamics, Inc.for hardware and maintenance for the Metronet VOIP/Data Center expansion project from the Universal Term Contract (UTC), established through the competitive bid process by the Purchasing Office, in the amount of $294,276.50.
SECTION 2: That the expenditure of $294,276.50 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: 514252| Project Number: 470052- 100005| Project Name: Police Telephone Upgrade- {Carryover}| Obj. Level 6: 6655| Amount $163,000.00
Dept./Div.:47-02| Fund: 514| Subfund: 002|OCA Code: 512246| Project Number: 470046- 100005| Project Name: Police Network Equipment Upgrade- {Carryover} |Obj. Level 6: 6655| Amount $60,768.50
Dept./Div.:47-02| Fund: 514| Subfund: 002|OCA Code: 514047| Project Number: 470047- 100000| Project Name: Enterprise System Upgrades|Obj. Level 6: 6655| Amount $70,508.00
SECTION 3: 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 4: 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 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 approved by the Mayor, or ten days after passage if the Mayor neither approves nor vetoes the same.