Explanation
BACKGROUND:
The Division of Police needs to purchase a tape backup system to replace our failing tape system. The entire state of our tape backup system is an emergency; the current systems are both over five years old and the end-of-life for both units is November 2007. The Division of Police has no support, nor can support be obtained on the units past the November date. Failed job backups translate into un-recoverable data, which critically affects the Disaster Recovery and Continuity of Government for the Division of Police. If a catastrophic event happens today, we would not be able to restore the Division of Police's data to its original state. The new system will use the very latest technology and is anticipated to have a lifetime of five years with normal growth. A quote dated 09/27/07 was received and the total cost of this equipment will be $41,631.36.
Bid Information: The Purchasing Office has established Universal Term Contract FL0011717, for HP/COMPAQ equipment and accessories with Smart Solutions Inc. This contract will expire March 31, 2008.
Contract Compliance: 34-1403269, expires 05/18/2009
It is requested that this Ordinance be handled in an emergency manner in order to receive and complete installation as soon as possible.
FISCAL IMPACT: Funds are available in the unallocated balance of the General Permanent Improvement Fund for this appropriation, transfer, and expenditure.
Title
To authorize and direct the City Auditor to appropriate and transfer $41,631.36 within the General Permanent Improvement Fund, to authorize the Finance and Management Director to establish a purchase order from an established Universal Term Contract with Smart Solutions Inc., for the Division of Police, to authorize the expenditure of $41,631.36 from the General Permanent Improvement Fund, and to declare an emergency. ($41,631.36)
Body
WHEREAS, the Division of Police has an emergency need to purchase a tape backup system before old equipment fails, and
WHEREAS, unallocated funds are available in the General Permanent Improvement Fund and will be used to purchase the tape backup server needed for the Division of Police, and
WHEREAS, it is necessary to authorize the appropriation and transfer of $41,631.36 from the unallocated balance of the General Permanent Improvement Fund to properly align appropriations with this proposed expenditure, and
WHEREAS, the Purchasing Office has established Universal Term Contract FL001717 with Smart Solutions Inc. for computers and accessories, and
WHEREAS, an emergency exists in the usual daily operation of the Division of Police, Department of Public Safety, in that it is immediately necessary to authorize the Finance and Management Director to establish a purchase order for tape backup server based on the above mentioned Universal Term Contract, for the immediate preservation of public health, peace, property and safety; now, therefore,
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the City Auditor be and is hereby authorized and directed to appropriate $41,631.36 within the General Permanent Improvement Fund as follows:
DIV 45-01 | FUND 748 | OBJ LEVEL (1) 06 | OBJECT LEVEL (3) 6600 | OCA # 643114 | Project No. 748999 | AMOUNT $41,631.36
SECTION 2. That the City Auditor be and hereby authorized and directed to transfer $41,631.36 within the General Permanent Improvement Fund, as follows:
From:
DIV 45-01 | FUND 748 | OBJ LEVEL (1) 06 | OBJECT LEVEL (3) 6600 | OCA # 643114 | Project No. 748999 | AMOUNT $41,631.36
To:
DIV 30-03 | FUND 748 | OBJ LEVEL (1) 06 | OBJECT LEVEL (3) 6649 | OCA # 642686 | Project No. 330036 | AMOUNT $41,631.36
SECTION 3.That the Finance and Management Director be and is hereby authorized to establish a Purchase Order for a tape back up server from an established Universal Term Contract with Smart Solutions Inc. for the Division of Police, Department of Public Safety.
SECTION 4. That the expenditure of $41,631.36, or so much thereof as may be needed, be and is hereby authorized as follows:
DIV 30-03 | FUND 748 | OBJ LEVEL (1) 06 | OBJECT LEVEL (3) 6649 | OCA # 642686 | Project No. 330036 | AMOUNT $41,631.36
SECTION 5. That for reasons stated in the preamble hereto, which is hereby made a part hereof, this Ordinance is 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.