Explanation
BACKGROUND:
This legislation authorizes the Director of the Department of Technology to enter into a contract with Horizon Chillicothe Telephone, dba Horizon Telecom for the purchase of software assurance for the City’s existing NEC Public Safety telephone system, which is located in eight different locations in the city. The term will be for one year from the date of a certified purchase order from the City Auditor.
The Department of Technology (DoT) exercised due diligence by completing the competitive bid process in compliance with Columbus City Code Chapter 329. One formal bid was prepared and posted on the City's solicitation web site. On Thursday June 25th at 11:00 a.m., the Department of Technology received and opened one (1) bid associated with SA005924, as follows:
Bid Number: Project: Bidders : Amount :
SA005924: NEC software assurance:
1. Horizon Chillicothe Telephone, dba Horizon Telecom $25,170.37
After reviewing the bid for solicitation SA005924 it is was recommended that the award be made to Horizon Chillicothe Telephone, dba Horizon Telecom for this solicitation, in the amount of $25,170.37, as they were the lowest, responsive and responsible bidder per specification for this solicitation.
This company is not debarred according to the Federal excluded parties listing or prohibited from being awarded a contract according to the Auditor of State unresolved findings for recovery certified.
FISCAL IMPACT:
Funds for solicitation SA005924 totaling $25,170.37 have been identified to cover this cost within the Department of Technology, Information Services Division, Internal Service Fund operating budget.
EMERGENCY:
Emergency legislation is required to facilitate prompt contract execution and related payment for services.
CONTRACT COMPLIANCE:
Vendor Name: Horizon Chillicothe Telephone C.C.#: 31-4147310 Expiration Date: 03/12/16
Title
To authorize the Director of the Department of Technology to enter into a contract with Horizon Chillicothe Telephone for purchase of NEC software assurance; and to authorize the expenditure of $25,170.37 from the Department of Technology, Information Services Division, Internal Services Fund; and to declare an emergency ($25,170.37)
Body
WHEREAS, the Department of Technology has a need to establish a contract for NEC software assurance to support the current NEC telephone system that is in service for Public Safety telephony service at eight locations within the city; and
WHEREAS, the Department of Technology exercised due diligence by undergoing a formal bid process in compliance with Columbus City Code Chapter 329; and
WHEREAS, after reviewing the one bid received from solicitation SA005924, it was recommended that the award be made to Horizon Chillicothe Telephone for the 8 locations identified in SA005924, as they were the overall lowest, responsive and responsible bidder per specification for the purchase of NEC software assurance in the amount of $25,170.37 with a coverage term period of one year from the date of a certified purchase order from the City Auditor; and
WHEREAS, an emergency exists in the usual and daily operation of the Department of Technology in that it is immediately necessary to authorize the Director to enter into a contract with Horizon Chillicothe Telephone for the purchase of NEC software assurance, thereby preserving 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 is hereby authorized to enter a contract with Horizon Chillicothe Telephone for the purchase of NEC software assurance with a coverage term period of one year from the date of a certified purchase order from the City Auditor. The total amount to be expended via this ordinance with Horizon Chillicothe Telephone is $25,170.37.
SECTION 2. That the expenditure of $25,170.37 or so much thereof as may be necessary is hereby authorized to be expended from:
Div.: 47-02|Fund: 514| Subfund 001|OCA Code: 470202|Obj. Level 1: 03|Obj. Level 3: 3358|Amount: $25,170.37 | {NEC software assurance}
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 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.