Explanation
BACKGROUND
This legislation authorizes the Director of Finance and Management, on behalf of the Department of Technology (DoT) and various city agencies, to establish a purchase order with CDW Government (CDWG) via State Term Schedule STS033-533110-3-33, expiring 6/30/2022, for the replacement of Cisco voice-over-internet-protocol (VoIP) phones and conference phones. The amount being authorized for the purchase order is $347,799.00. The term of the resultant contract will be one year from the date of a confirmed purchase order by the City Auditor’s Office.
The Cisco VoIP phones and related equipment being replaced are obsolete and past their useful life. This equipment is vital to the effective and efficient operation of the city in that multiple city departments depend on it for their daily operations.
Comparative pricing was sought through solicitation of quotes via state term contracts. The quote supplied by CDWG was the lowest. Two other quotes received for this purpose are as follows:
Brown Enterprise Solutions- $368,611.20
Insight Public Sector- $360,321.07
EMERGENCY
Emergency designation is requested so that a purchase order can be established at the earliest possible date, allowing for the acquisition of the above-described equipment in support of the daily activities of multiple city departments.
FISCAL IMPACT
Funds for this procurement are available and budgeted for this purpose in the department’s capital improvement bond fund.
CONTRACT COMPLIANCE
Vendor Name: CDW Government, LLC; F.I.D#/C.C#: 36-4230110; Exp. Date: 02/12/2022
DAX vendor #- 007352
Title
To authorize the Director of Finance and Management, on behalf of the Department of Technology and various city agencies, to establish a purchase order with CDW Government LLC for the replacement of Cisco voice-over-internet-protocol (VoIP) phones and conference phones from an existing State of Ohio, State Term Schedule; to authorize the expenditure of $347,799.00 from the Department of Technology, Information Services Division, Information Services Bond Fund; and to declare an emergency. ($347,799.00)
Body
WHEREAS, certain Cisco VoIP phones and related equipment are obsolete and past their useful life and are thus in need of replacement; and
WHEREAS, this equipment is vital to the effective and efficient operation of the city in that multiple city departments depend on it for their daily operations; and
WHEREAS, DoT sought comparative pricing through the solicitation of quotes via state term contracts; and
WHEREAS, the quote supplied by CDWG was the lowest; and
WHEREAS, an emergency exists in the Department of Technology in that it is immediately necessary to authorize the Director of Finance and Management, on behalf of the Department of Technology and various city agencies, to establish a purchase order with CDW Government via State Term Schedule STS033-533110-3-33, expiring 6/30/2022, for the replacement of Cisco voice-over-internet-protocol phones and conference phones to avoid any interruption in services, 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, on behalf of the Department of Technology and various city agencies, be and is hereby authorized to establish a purchase order with CDW Government via State Term Schedule STS033-533110-3-33, expiring 6/30/2022, for the replacement of Cisco voice-over-internet-protocol (VoIP) phones and conference phones, in the amount of $347,799.00, for a one year term, commencing on the date of a confirmed purchase order by the City Auditor’s Office.
SECTION 2. That the expenditure of $347,799.00, or so much thereof as may be necessary, is hereby authorized as provided on the attachment to this ordinance. (see attachment 2185-2020EXP).
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 approval by the Mayor, or ten days after passage if the Mayor neither approves nor vetoes the same.