RESOLUTION NO. 788
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF UNIVERSITY PLACE RATIFYING the City’s Contract with Cerium for emergency replacement of the City’s telephone system
WHEREAS, a need to replace the City's obsolete and frail landline telephone system was identified and included in the approved carry forwards in the City's budget to be implemented in 2015; and
WHEREAS, the approved budget includes $50,000.00 for a new phone system and $18,000.00 for necessary network upgrades to accommodate the new phone system for a total budget of $68,000.00; and
WHEREAS, earlier this year, in accordance with State law, the City issued a competitive Request for Proposals for both the new phone system and network upgrades. After thoroughly evaluating the responses, the administration selected Cerium as the recommended proposer, and began to finalize a contract with that vendor, within the approved budget amount; and
WHEREAS, on August 12, 2015, as the contract with Cerium was being finalized, a lightning strike severely damaged the City's existing phone system, resulting initially in a total loss of landline service; and
WHEREAS, the administration made an assessment of the City's options. To attempt to immediately restore the existing phone system would cost at least $10,000.00, which would essentially be wasted when we anticipated the new system to be implemented in approximately one month. In the alternative, the City could treat the outage, legitimately, as an emergency and immediately go to implementation of the Cerium system; and
WHEREAS, at that time the next Council meeting was not scheduled until September 8th (the August 17th meeting was not scheduled until after the emergency occurred), and in order to begin to restore landline service Cerium needed to start implementation immediately; and
WHEREAS, in order to avoid an unnecessary expenditure of at least $10,000.00, the administration chose to designate this implementation as an emergency and proceed on a provisional basis with Cerium. Over the next five days, Cerium began to implement its system and incrementally restore the City’s telephone service; and
WHEREAS, the final contract sum with Cerium for the phone system and network upgrades is $51,915.17, well within the $68,000.00 budget and by acting on an emergency basis the City saved the unnecessary expenditure of at least $10,000.00 to temporarily restore the obsolete system; and
WHEREAS, while the U.P. Municipal Code gives the City Manager emergency contract authority, such emergency contracts must be ratified by the City Council.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF UNIVERSITY PLACE, WASHINGTON, AS FOLLOWS:
1. Incorporation. The recitals are hereby incorporated herein as if set forth in full.
2. Contract with Cerium Ratified. The Contract with Cerium to replace the City’s telephone system and for the necessary network upgrades is hereby ratified.
3. Effective Date. This Resolution shall be effective immediately upon adoption by the City Council.
ADOPTED BY THE CITY COUNCIL ON SEPTEMBER 8, 2015.
Denise McCluskey, Mayor
Emelita Genetia, City Clerk
APPROVED AS TO FORM:
Steve Victor, City Attorney