Explanation
This ordinance authorizes the Director of Finance and Management, on behalf of the Department of Technology, to establish a purchase order for the renewal of Cisco WebX services ($88,357.50) for a one (1) year term period from December 14, 2015 through December 13, 2016. This purchase order will be created utilizing the terms and conditions of a pre-existing Universal Term Contract (UTC), with Network Dynamics Inc., Network Hardware/Maintenance (FL005447, BPCMP30B-Expiration: 6/30/16). There is currently a credit of $78,924.50 with Network Dynamics Inc. from a Cisco Smartnet maintenance correction that will be applied to the purchase price of $88,357.50 for a net amount due of $9,433.00 for the Cisco WebX services.
The credit of $78,924.50 is a result of an overbilling correction with Network Dynamics Inc. from the Cisco Smartnet maintenance services authorized under ordinance#:1290-2015, passed June, 01, 2015. This overbilling occurred due to devices becoming ineligible for maintenance due to end of support status after the quote and legislation was submitted. This ordinance will authorize that the credit due be applied against the purchase price of Cisco WebX services ($88,357.50), resulting in the remaining fund balance due totaling $9,433.00.
The Department of Technology's (DoT) Telephone Services provides Cisco Unified Communications services that supports various business functions and allows all city agencies and departments to communicate. Currently the DoT has a need to renew the Cisco WebX services which integrates audio, video and web conferencing capabilities. These services have been in existence since 2011 and are associated with the Cisco Unified Communications product suite currently in service.
EMERGENCY:
Emergency action is requested to ensure that the necessary purchase order for Cisco WebX services is established in a timely manner and in order to meet the Auditor’s Office due date for the end-of- year closing.
FISCAL IMPACT: This ordinance will authorize a credit due totaling $78,924.50 be utilized along with funds totaling $9,433.00 for a total cost of $88,357.50 for the renewal of Cisco WebX services associated with Cisco Unified Communications, for a one (1) year term period of December 14, 2015 through December 13, 2016. Funding in the amount of $9,433.00 has been identified and is available within the Department of Technology, Information Services Division’s, Internal Services Fund.
CONTRACT COMPLIANCE:
Network Dynamics Inc., CC#: 363941419 Expiration: 11/18/2016
Title
To authorize the Director of the Department of Finance and Management, on behalf of the Department of Technology, to establish a purchase order from an existing Universal Term Contract (UTC) with Network Dynamics Inc., for the renewal of Cisco WebX services net of an applied credit that is due; and to authorize the expenditure of $9,433.00 from the Department of Technology, Information Services Division, Internal Services Fund and to declare an emergency. ($9,433.00)
Body
WHEREAS, the Department of Technology's Telephone Services provides Cisco WebX services which integrates audio, video and web conferencing capabilities that support various business functions and allows all city agencies and departments to communicate, and
WHEREAS, this ordinance will authorize the Director of Finance and Management, on behalf of the Department of Technology, to establish a purchase order with Network Dynamics Inc. in the amount of $9,433.00 ($88,357.50 Cisco WebX actual cost net of a $78,924.50 Credit applied), for the renewal of Cisco WebX services associated with Cisco Unified Communications, for a one (1) year term period from December 14, 2015 through December 13, 2016, utilizing the Universal Term Contract ( FL005447 (BPCMP30H) that expires 6/30/2016 established for the Department of Technology, and
WHEREAS, the credit of $78,924.50 is a result of an overbilling correction with Network Dynamics Inc. from the Cisco Smartnet maintenance services authorized under ordinance#:1290-2015, passed June, 01, 2015. This ordinance will authorize that the credit due of ($78,924.50) be apply towards the purchase price of $88,357.50 for Cisco WebX services for a net amount due of $9,433.00 , 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 Finance and Management to establish a purchase order for Cisco WebX services renewal, associated with Cisco Unified Communications with Network Dynamics Incorporated to maintain on-going support and daily operations, 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 Finance and Management be and is hereby authorized to establish a purchase order with Network Dynamics Incorporated for the purchase of Cisco WebX services, in the amount of $9,433.00 ($88,357.50 CiscoWebX actual cost net of a $78,924.50 Credit applied), for a one (1) year term period of December 14, 2015 through December 13, 2016, from the Universal Term Contract (FL005447 (BPCMP30H) that expires 6/30/2016 established for the Department of Technology.
SECTION 2: That the expenditure of $9,433.00 ($88,357.50 actual net of a $78,924.50 Credit) or so much thereof as may be necessary is hereby authorized to be expended from:
Div.: 47-02|Fund: 514|Sub-fund: 001|OCA: 470202|Obj. Level 1: 03|Obj. Level 3: 3336|Amount: $9,433.00| {NDI CiscoWebX services-$88,357.50 minus 78,924.50 Credit }
SECTION 3: That the City Auditor is authorized to make any changes to revise the funding source for any contract 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.