Explanation
This ordinance authorizes the expenditure of $673,871.10 for the procurement of supplies, services and equipment associated with a collaborative project between the City of Columbus and Columbus City Schools. In the spirit of intergovernmental cooperation, the City of Columbus (the city) and Columbus City Schools (CCS) are entering into a partnership for the provision of Voice-Over-Internet-Protocol telephone services at CCS. Over the past several years the City, through its Department of Technology, has invested in and implemented a robust Voice-Over-Internet-Protocol (VOIP) system. CCS has a need to update their existing telephone system. Rather than build a new system from the ground up, CCS has determined that it is more cost effective to take advantage of existing economies of scale by entering into a payment for services agreement with the City.
As part of this agreement, the City will maintain, support and revise the shared VoIP solution hosting environment and provide 24-hour Tier 2-4 resolution support, and remotely support CCS Tier-1 with deployment, operations and provisioning of IP phones and the VoIP solution. The specific responsibilities of each party are spelled out in a Memorandum of Understanding and associated exhibits, attached to ordinance 2557-2017, which passed on October 30, 2017.
For the purpose of the City of Columbus, Columbus City Schools Voice-Over-Internet-Protocol collaborative project, this ordinance authorizes the Director of Finance and Management, on behalf of the Department of Technology (DoT) to associate all General Budget Reservations resulting from this ordinance with the appropriate existing Universal Term Contracts (UTC’s)/Purchase Agreements (PA’s) as follows:
Network Dynamics, Inc. (PA000220 - expires 06/30/2018) $53,169.90
Network Dynamics, Inc. (PA001583 - expires 09/30/2018) $432,925.00
AT&T (PA000901 - expires 03/31/2019) $79,860.66
OnX USA LLC (PA000213 - expires 06/30/2018) $52,517.43
Wesco (PA000025 - expires 11/30/2018) $17,001.46
These budget reservations are for the procurement of supplies, services and equipment, needed for the implementation of the above described project between the City and CCS and total $635,474.45
Also for the City of Columbus, Columbus City Schools Voice-Over-Internet-Protocol collaborative project, this ordinance authorizes the Director of the Department of Technology to modify an existing Director's contract with Hopewell Data systems for the purchase of server certificates, to increase funding on said contract by $21,635.05, and to waive the applicable competitive bidding requirements of Columbus City Code Chapter 329. The contract modification amount is $21,635.05, the same as the quote submitted by Hopewell Data Systems for the server certificates for this project. The need for the additional goods/services was not foreseen as the project described in this ordinance was recently conceived and not in place when the aforementioned Director's contract was executed. An informal request for quotes (#RFQ004581) for this commodity was advertised in March of 2017. However, because there were no respondents to the solicitation, and because the existing Director's contract is insufficient for this purpose, a contract modification and bid waiver is needed.
Finally, this ordinance authorizes the Director of the Department of Technology to enter into a $16,761.60 agreement with OARnet/OSU, a non-profit organization, for VMWare software licenses, maintenance, and support services for the City of Columbus, Columbus City Schools Voice-Over-Internet-Protocol collaborative project. Through the State of Ohio Virtualization Program (authorized for the City’s use by Ordinance No. 582-87 for VMware software licensing renewal) OARnet offers significant discounts on VMWare that are not available in the marketplace. It is therefore in the City’s best interests to procure VMWare through OARnet, instead of through another procurement process. The pricing offered to the City reflects the agreed upon public sector discounts available to all participants in the State of Ohio Virtualization Program.
FISCAL IMPACT
Per ordinance 2557-2017, Columbus City Schools will pay the City of Columbus for incurred expenses. Companion ordinance 2956-2017 appropriates the same amount in the Cols Schools (CCS) Telephone Services subfund, subfund 510010 for this purpose.
CONTRACT COMPLIANCE
Network Dynamics: CC# - 363941419, expires 11/22/2018; DAX# - 007308
AT&T: CC# - 340436390, expires 2/19/2018; DAX# - 006413
Hopewell: CC# - 200350224, expires 2/17/2018; DAX# - 000926
OnX: CC# - 271445264, expires 5/2/2019; DAX# - 002899
OarNet/OSU: CC# - 316025986, non-profit (NPO); DAX# - 006163
Wesco : CC# - 251723345, expires 7/28/2019; DAX# - 001977
EMERGENCY LEGISLATION:
Emergency action is requested to expedite authorization of this action.
Title
To authorize the Director of Finance and Management, on behalf of the Department of Technology, to associate all General Budget Reservations resulting from this ordinance with the appropriate existing purchase agreements with Network Dynamics Inc., AT&T, OnX USA LLC, and Wesco for the purchase of supplies, services and equipment for the City of Columbus/Columbus City Schools Voice-Over-Internet-Protocol (VOIP) collaborative project; to authorize the Director of the Department of Technology to modify an existing contract with Hopewell Data Systems and to waive the applicable competitive bidding requirements of Columbus City Code Chapter 329 for the purchase of server licenses for the VOIP collaborative project; to authorize the Director of the Department of Technology to enter into an agreement with OARnet/OSU for the purchase of software licenses, maintenance, and support services for the VOIP collaborative project; to authorize the expenditure of $673,871.10, or as much thereof as be necessary, for the VOIP collaborative project; and to declare an emergency. ($673,871.10)
Body
WHEREAS, pursuant to ordinance 2557-2017, which was passed by Columbus City Council on October 30, 2017, the City of Columbus and Columbus City Schools have entered into a collaborative partnership for a Voice-over-Internet-Protocol solution; and
WHEREAS, pursuant to the above noted ordinance and all attachments, Columbus City Schools will pay the City of Columbus for incurred costs; and
WHEREAS, the City of Columbus will incur costs up to $673,871.10 to initiate the project; and
WHEREAS, Columbus City Schools has been invoiced for these costs; and
WHEREAS, Columbus City Schools has provided the City of Columbus funds totaling $673,871.10, which has been deposited in the city treasury; and
WHEREAS, companion ordinance 2956-2017 appropriates these funds to accommodate expenditures authorized by this ordinance; and
WHEREAS, it is necessary to authorize the Director of the Department of Finance and Management, on behalf of the Department of Technology, to associate all General Budget Reservations resulting from this ordinance with the appropriate existing purchase agreements with Network Dynamics Inc., AT&T, OnX USA LLC, and Wesco for the purchase of supplies, services and equipment for the City of Columbus, Columbus City Schools Voice-Over-Internet-Protocol collaborative project; and
WHEREAS, it is necessary to authorize Director of the Department of Technology to modify an existing contract with Hopewell Data Systems, and to waive the applicable competitive bidding requirements of Columbus City Code Chapter 329 for the purchase of server licenses for the City of Columbus, Columbus City Schools Voice-Over-Internet-Protocol collaborative project; and
WHEREAS, it is necessary to authorize the Director of the Department of Technology to enter into and agreement with OarNet/OSU, for the purchase of software licenses, maintenance, and support services for the City of Columbus, Columbus City Schools Voice-Over-Internet-Protocol collaborative project; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Technology in that it is immediately necessary to authorize the above actions for the purchase of software and server licenses, supplies, equipment, maintenance, and support services all for the City of Columbus, Columbus City Schools Voice-Over-Internet-Protocol collaborative project in order to expedite the project, 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 for the purpose of the City of Columbus, Columbus City Schools Voice-Over-Internet-Protocol collaborative project, the Director of Finance and Management is hereby authorized, on behalf of the Department of Technology, to associate all General Budget Reservations resulting from this ordinance with the appropriate Universal Term Contract/ Purchase Agreement for the purchase of supplies, services and equipment, totaling $635,474.45, from five (5) pre-established universal term contracts/purchase agreements (PA’s) as follows:
Network Dynamics, Inc. (PA000220 - expires 06/30/2018) $53,169.90
Network Dynamics, Inc. (PA001583 - expires 09/30/2018) $432,925.00
AT&T (PA000901 - expires 03/31/2019) $79,860.66
OnX USA LLC (PA000213 - expires 06/30/2018) $52,517.43
Wesco (PA000025 - expires 11/30/2018) $17,001.46
SECTION 2. That for the purpose of the City of Columbus, Columbus City Schools Voice-Over-Internet-Protocol collaborative project the Director of the Department of Technology is hereby authorized to modify an existing contract with Hopewell Data Systems, in the amount of $21,635.05 for the purchase of server licenses.
SECTION 3. That, because there were no respondents to the informal March 2017 bid solicitation for the commodity noted in Section 2, and because the existing Director's contract with Hopewell Data Systems is insufficient for this purpose, it is in the best interest of the city to waive the competitive bidding requirements of Columbus City Code Chapter 329 for purchase being authorized in Section 2.
SECTION 4. That for the purpose of the City of Columbus, Columbus City Schools Voice-Over-Internet-Protocol collaborative project, the Director of the Department of Technology is hereby authorized to enter into an agreement with OarNet/OSU, in the amount of 16,761.60, for the purchase of software licenses, maintenance and support services.
SECTION 5. That the above noted actions in Sections 1, 2 and 3 be made expressly for the City of Columbus, Columbus City Schools Voice-Over-Internet-Protocol collaborative project, and that a total expenditure of $673,871.10, or so much thereof as may be necessary, is authorized as follows: (See 2958-2017 EXP)
Dept.: 47 | Div.: 47-02 | Obj Class: 02 | Main Account: 62030 | Fund: 5100 | Sub-fund: 510010 |
Program: IT021 | Section 3: 470201 | Section 4: IT15 | Amount: $32,796.46 |
Dept.: 47 | Div.: 47-02 | Obj Class: 03 | Main Account: 63050 | Fund: 5100 | Sub-fund: 510010 |
Program: IT021 | Section 3: 470201 | Section 4: IT15 | Amount: $432,925.00
Dept.: 47 | Div.: 47-02 | Obj Class: 03 | Main Account: 63945 | Fund: 5100 | Sub-fund: 510010 |
Program: IT021 | Section 3: 470201 | Section 4: IT15 | Amount: $34,200.25 |
Dept.: 47 | Div.: 47-02 | Obj Class: 03 | Main Account: 63946 | Fund: 5100 | Sub-fund: 510010 |
Program: IT021 | Section 3: 470201 | Section 4: IT15 | Amount: $4,196.40 |
Dept.: 47 | Div.: 47-02 | Obj Class: 03 | Main Account: 63952 | Fund: 5100 | Sub-fund: 510010 |
Program: IT021 | Section 3: 470201 | Section 4: IT15 | Amount: $93,235.56 |
Dept.: 47 | Div.: 47-02 | Obj Class: 06 | Main Account: 66530 | Fund: 5100 | Sub-fund: 510010 |
Program: IT021 | Section 3: 470201 | Section 4: IT15 | Amount: $76,517.43 |
SECTION 6. 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 7. 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 8: That for 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.