Explanation
This ordinance authorizes 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 State Term Schedule (STS033-533110-3-36, expiring June 30, 2020) authorized for the City’s use by Ordinance no. 582-87, CDW Government, Llc, for the procurement of Cisco VoIP license renewal, maintenance and support.
Cisco has been established as a citywide standard for our VoIP environment. Cisco is best known for their VoIP phones and networking equipment worldwide. The city migrated to Cisco VoIP telephony solution with the goal of dramatically saving on increasing costs related to aged telephone services provisioned by the traditional carriers over the copper wire. Cisco phones have widely been deployed throughout the city and continued efforts remain in place to depreciate existing aged phones and or phone systems.
This ordinance authorizes the transfer of $587,397.00 from personnel to services to fund the balance needed for this contract. In the second quarter financial review, a surplus in excess of $600,000 was projected in personnel. Since $550,000 was initially projected for this contract renewal, these surplus funds are being used to offset the difference.
The term of this contract is for five years, beginning on October 24, 2019 and ending on October 23, 2024.
FISCAL IMPACT: The cost to contract with CDW Government, Llc. to renew current Cisco VoIP licenses is $1,137,397.80. $550,000.80 is budgeted and available in the Department of Technology’s, Information Services Division’s Operating Fund. The balance of $587,397.00 is being transferred from projected surplus funds in personnel.
EMERGENCY DESIGNATION:
Emergency action is requested to initiate service from the contractor to avoid delay in services provided.
CONTRACT COMPLIANCE:
Vendor Name: CDW Government, Llc., C.C# 007352; Expiration Date: 1/31/2020; DAX Vendor Acct.: # 007352
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 State Term Schedule with CDW Government, Llc, for the procurement of Cisco VoIP license renewal, maintenance and support, to transfer $587,397.00 within the Information Services Operating Fund to provide sufficient funding for this transaction, to authorize the expenditure of $1,137,397.80 from the Information Services Division, Information Services Operating Fund and to declare an emergency ($1,137,397.80).
Body
WHEREAS, the Department of Technology has a need to renew its VoIP licenses; and
WHEREAS, CDW Government Llc, was awarded a contract from State Term Schedule STS033-533110-3-36 to provide this service; and
WHEREAS, 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 State Term Schedule (STS033-533110-3-36), authorized for the City's use by Ordinance No. 582-87, with CDW Government, Llc, for the procurement of Cisco VoIP license renewal, maintenance and support at a cost of $1,137,397.80; and
WHEREAS, to transfer $587,397.00 from object class 01 (personnel) to object class 03 (services) to fund the unbudgeted balance of the same amount of this contract; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Technology in that it is necessary to provide funding immediately for continuation of these necessary services for the preservation of the public health, peace, property and 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, on behalf of the Department of Technology, be and is hereby authorized to associate all General Budget Reservations resulting from this ordinance with the appropriate State Term Schedule (STS033-533110-3-36) authorized for the City's use by Ordinance No. 582-87, with CDW Government, Llc, for the procurement of Cisco VoIP license renewal, maintenance and support at a cost of $1,137,397.80;
SECTION 2. That the transfer of $587,397.00 from object class 01 to object class 03 be undertaken as follows (see 2514-2019EXP):
FROM:
Div.: 47-02 | Fund: 5100 | SubFund: 510001| Obj. Class.: 01 | Main Acct.: 61101 | Program: IT020| Section 3: n/a | Section 4: n/a | Section 5: n/a | Amount: $587,397.00 |
TO:
Div.: 47-02 | Fund: 5100 | SubFund: 510001| Obj. Class.: 03 | Main Acct.: 63945 | Program: IT005| Section 3: n/a | Section 4: n/a | Section 5: n/a | Amount: $587,397.00 |
SECTION 3. That the expenditure of $1,137,397.80 or so much thereof as may be necessary is hereby authorized to be expended from the Department of Technology, Information Services Division, Information Services Operating fund as follows: (see 2514-2019 EXP)
Div.: 47-02 | Fund: 5100 | SubFund: 510001| Obj. Class.: 03 | Main Acct.: 63945 | Program: IT005| Section 3: n/a | Section 4: n/a | Section 5: n/a | Amount: $1,137,397.80 |
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 authorized to make any accounting changes to revise the funding source for all contracts or contract modifications associated with this ordinance.
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.