Explanation
BACKGROUND:
This legislation authorizes the Director of Finance and Management for the Department of Technology (DoT), on behalf of the Department of Public Utilities (DPU) to establish a purchase order with Upstate Wholesale Supply dba Brite Computers, Inc. for the purchase of Fujitsu Tablets, related accessories and services from bid solicitation (BID SA005979). The total cost of this equipment purchase will be $408,007.00 which reflects a rebate credit of $707.00 stated in Brite Computers proposal (Bid proposal $408,714.00 minus $707.00 rebate credit proposed nets to a total cost of $408,007.00).
The Department of Public Utilities attempted to move from a paper centric operation to a paperless operation several years ago by implementing laptops for use in field operations. Backflow, Line Locating, Permits, Stormwater, Water Distribution Maintenance, Sewer Maintenance, and Power Distribution Maintenance were all outfitted with laptops and cellular data cards to access GIS, WAM, and Falcon. As a result of this it was found that this equipment would not perform at the level needed without having a negative impact on operations and some groups reverted back to a paper environment.
The Department of Public Utilities has been evaluating hardware for approximately 193 mobile users. The equipment that is currently in use is dated and not optimized for their work. Public Utilities made the decision to replace this equipment with the Fujitsu T725’s. The goal of this replacement project is to update older/less optimized equipment with newer, more optimized equipment in order to improve operational efficiencies and customer service.
Utilizing the Fujitsu T725 model laptop will allow for field operations to access GIS, WAM, Falcon, and Mobile Dispatching over a cellular network eliminating paperwork and the need for redundant data entry. This will also allow DPU to further its mobile environment by adding other applications that are needed by field personnel.
The Department of Technology, on behalf of the Department of Public Utilities, is procuring this request through Chapter 329.06 of the Columbus City Code, pursuant to solicitation SA005979. There were four (4) responses to this solicitation that were received by the bid opening date of August 20, 2015. Upstate Wholesale Supply dba Brite Computers, Inc. is the lowest responsive and responsible and best bidder.
FISCAL IMPACT:
Funds are identified and available within the Department of Technology’s- DPU's direct charge budget, internal service fund for the $408,007.00 to purchase the Fujitsu Tablets, related accessories and services for the Department of Public Utilities.
CONTRACT COMPLIANCE:
Vendor: Upstate Wholesale Supply F.I.D#/C.C#: 161382350 Expiration: 9/17/2017
(dba Brite Computers, Inc.)
Title
To authorize the Director of Finance and Management for the Department of Technology (DoT), on behalf of the Department of Public Utilities (DPU) to establish a purchase order with Upstate Wholesale Supply dba Brite Computers, Inc. for the purchase of Fujitsu Tablets, related accessories and services; to authorize the expenditure of $408,007.00 from the Department of Technology, Internal Service Fund. ($408,007.00)
Body
WHEREAS, it is necessary to authorize the Director of Finance and Management for the Department of Technology, on behalf of the Department of Public Utilities, to establish a purchase order with Upstate Wholesale Supply dba Brite Computers, Inc. for the purchase of Fujitsu Tablets, related accessories and services; and
WHEREAS, the total cost of this equipment purchase will be $408,007.00 which reflects a rebate credit of $707.00 stated in Brite Computers proposal SA005979 (Bid proposal $408,714.00 minus $707.00 rebate credit proposed nets to a total cost of $408,007.00; and
WHEREAS, the Department of Technology, on behalf of the Department of Public Utilities through Chapter 329.06 of the Columbus City Code, pursuant to solicitation SA005979 received on the bid opening date of August 20, 2015 four (4) responses to this solicitation with Wholesale Supply dba Brite Computers, Inc. being the lowest responsive and responsible and best bidder; and
WHEREAS, it is necessary to authorize the Director of Finance and Management to establish a purchase order for the Department of Technology (DoT), on behalf of the Department of Public Utilities (DPU) to purchase Fujitsu Tablets, related accessories and services from Upstate Wholesale Supply dba Brite Computers, Inc., to update older/less optimized equipment with newer, more optimized equipment in order to improve operational efficiencies and customer service, thereby preserving the public health, peace, 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 be and is hereby authorized to establish a purchase order with Upstate Wholesale Supply dba Brite Computers, Inc. to purchase Fujitsu Tablets, related accessories and services in the sum of $408,007.00 which includes a rebate credit of $707.00 ( $408,714.00 minus $707.00) for the Department of Technology (DoT), on behalf of the Department of Public Utilities pursuant to solicitation SA005979.
SECTION 2. That the expenditure of $408,007.00 or so much thereof as may be necessary is hereby authorized to be expended as follows from:
2193: Fujitsu Tablets - $356,150.00 ($356,857.00 minus $707.00 Credit)
Division: 47-01| Fund: 514| Subfund: 550| OCA Code: 514550| OBJ Level 1: 02| OBJ Level 02: 2193| Amount: $21,725.15|{DPU - Electricity}
Division: 47-01| Fund: 514| Subfund: 600| OCA Code: 514600| OBJ Level 1: 02| OBJ Level 02: 2193| Amount: $138,186.20|{(DPU - Water}
Division: 47-01| Fund: 514| Subfund: 650| OCA Code: 514650| OBJ Level 1: 02| OBJ Level 02: 2193| Amount: $154,925.25|{DPU - Sewer & Drains}
Division: 47-01| Fund: 514| Subfund: 675| OCA Code: 514675| OBJ Level 1: 02| OBJ Level 02: 2193| Amount: $41,313.40|{DPU - Stormwater}
2193: Fujitsu Tablet Accessories: - $28,890.00
Division: 47-01| Fund: 514| Subfund: 550| OCA Code: 514550| OBJ Level 1: 02| OBJ Level 02: 2193| Amount: $1,762.29|{DPU - Electricity}
Division: 47-01| Fund: 514| Subfund: 600| OCA Code: 514600| OBJ Level 1: 02| OBJ Level 02: 2193| Amount: $11,209.32|{(DPU - Water}
Division: 47-01| Fund: 514| Subfund: 650| OCA Code: 514650| OBJ Level 1: 02| OBJ Level 02: 2193| Amount: $12,567.15|{DPU - Sewer & Drains}
Division: 47-01| Fund: 514| Subfund: 675| OCA Code: 514675| OBJ Level 1: 02| OBJ Level 02: 2193| Amount: $3,351.24|{DPU - Stormwater}
3372: Fujitsu -Hardware maintenance & support (3yrs): - $22,967.00
Division: 47-01| Fund: 514| Subfund: 550| OCA Code: 514550| OBJ Level 1: 02| OBJ Level 02: 3372| Amount: $1,400.99|{DPU - Electricity}
Division: 47-01| Fund: 514| Subfund: 600| OCA Code: 514600| OBJ Level 1: 02| OBJ Level 02: 3372| Amount: $8,911.20|{(DPU - Water}
Division: 47-01| Fund: 514| Subfund: 650| OCA Code: 514650| OBJ Level 1: 02| OBJ Level 02: 3372| Amount: $9,990.64|{DPU - Sewer & Drains}
Division: 47-01| Fund: 514| Subfund: 675| OCA Code: 514675| OBJ Level 1: 02| OBJ Level 02: 3372| Amount: $2,664.17 | {DPU - Stormwater}
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 this ordinance shall take effect and be in force from and after the earliest period allowed by law.