Explanation
BACKGROUND: This ordinance appropriates, transfers and authorizes the expenditure of $20,136.00 within the General Permanent Improvement Fund to provide for Columbus City Council's acquisition of various technology components for of the office's eCouncil initiative. Items purchased by way of this ordinance will not only allow Council to significantly reduce the costs and dependence on resources associated with production of printed materials associated with the legislative process. This initiative will also improve office efficiency and maximize taxpayer dollars by paying for itself within 1 ½ years.
Tablets: $ 15,650.00 (SHI via informal bid)
Covers: $ 800.00 (SHI via informal bid)
Warranty: $ 1,400.00 (SHI via informal bid)
Software: $ 2,286.00
TOTAL: $ 20,136.00
BID INFORMATION/CONTRACT COMPLIANCE: Quotes for the tablet computers, tablet warranty and tablet cases were solicited (Solicitation #SO038294) for a week with a close date of September 12, 2011. Of the ten quotes submitted, the lowest/most responsive bid was Software House International (SHI).
Adobe software is being purchased from an existing universal term contract with Software House International (SHI).
EMERGENCY ACTION is requested to expedite implementation and to more quickly improve office procedures and realize cost savings.
FISCAL IMPACT: Funds for this expenditure are available within the unallocated balance of the General Permanent Improvement Fund. An appropriation and transfer of said funds are necessary, as is an amendment to the 2011 Capital Improvement Budget.
Title
To authorize and direct the City Auditor to appropriate, transfer and expend $20,136.00 within the General Permanent Improvement Fund, to authorize the Director of the Department of Finance and Management to establish purchase orders with Software House International (SHI) to provide funding for various technology components related to Council's eCouncil initiative, to amend the 2011 Capital Improvement Budget, to authorize the total expenditure of $20,136.00 from the General Permanent Improvement Fund, and to declare an emergency ($20,136.00).
Body
WHEREAS, the Columbus City Council, through the Department of Technology, intends to acquire iPads and minimal needed software to begin implementation of Council's eCouncil initiative; and
WHEREAS, doing so will allow greater portability of produced reports and significantly reduce Council's reliance on printed materials, and staff time and equipment needed to produce said legislation-related materials and reports; and
WHEREAS, extensive research has been conducted that confirms the effectiveness and cost saving opportunities of such technology items; and
WHEREAS, it is expected that use of the items purchased by way of this ordinance will allow the Council/Clerk's Office to recover costs associated with purchase within 1 ½ years, and the immediately begin improving office procedure efficiencies; and
WHEREAS, an emergency exists in the usual daily operation of the City of Columbus in that it is immediately necessary to effect the transfer of funds within the general permanent improvement fund for purchase of said technology items 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 the 2011 Capital Improvement Budget ordinance 0266-2011 is hereby amended as follows:
From:
Fund 748
Project Name Project No. Current Authority Revised Authority Change
Unallocated Balance 748999-100000 $287,109 $266,973.00 $20,136.00
To:
Fund 748
Project Name Project No. Current Authority Revised Authority Change
E-Gov Init. - Paperless City Council 470050-100002 $0 $20,136.00 $20,136.00
SECTION 2: That from the unappropriated balance of the General Permanent Improvement Fund, fund number 748, the amount of $20,136.00 is hereby appropriated to department 45-01, project number 748999-100000, oca 643114, object level 1 - 06, object level 3 - 6600.
SECTION 3: That the City Auditor is hereby authorized and directed to transfer $20,136.00 within the General Permanent Improvement Fund, fund number 748, from project number 748999-100000, oca 643114, object level 1 - 06, object level 3 - 6600 to project number 470050-100002, oca 748050, object level 1 - 06, object level 3 - 6649.
SECTION 4: That the Director of Finance and Management be and is hereby authorized and directed to issue a purchase order for $17,850 to Software House International (SHI) to provide funding for various technology components related to Council's eCouncil initiative as per the conditions of Solicitation #SO038294 bid by the Purchasing Office for the period of one week with a close date of September 12, 2011.
That the Director of Finance and Management be further authorized to establish a direct purchase order with Software House International (SHI) for $2,286.00 for the purchase of Adobe Acrobat software for the Council/Clerk's Office, in accordance with the terms and conditions of the universal term contract (FL004721).
SECTION 5: That the total expenditure of $20,136.00, or so much thereof as many be necessary in regard to the action authorized in SECTION 3, be and is hereby authorized and approved as follows:
Division: 20-01
Fund: 748
Project Number: 470050-100002
OCA Code: 748050
Object Level One: 06
Object Level 3: 6649
Amount: $20,136.00
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.