Explanation
BACKGROUND:
This ordinance authorizes the appropriation of $585,972.18 within the Special Income Tax Fund and authorizes the Director of the Finance and Management to establish blanket purchase orders, for the Department of Technology (DoT) on behalf of general fund and other fund agencies for the purchase of replacement desktop computers, laptops, tablets, and computer related products and equipment. These purchases will be made from pre-established universal term contracts (UTC's), FL004953 with Brown Enterprise Solutions LLC., expiration date April 30, 2014, and FL004954 with Smart Solutions, Inc., expiration date April 30, 2014. This purchase will expend $617,546.58 for the purchase of computers, and computer related products and equipment as identified:
1. Brown Enterprise Solutions, LLC (FL004953), in the amount of $339,235.58 - {for Dell computer equipment}
2. Smart Solutions, Inc. (FL004954), in the amount of $278,311.00 - {for Hewlett Packard computer equipment}
*See attachment: Ord. # 2594-2012 Vendor Agency Breakdown Detail Sheet
The desktop computers, and computer related products and equipment being replaced are outdated and/or obsolete. The computer equipment being replaced is used for the operation of applications that are vital to the daily operations of the City of Columbus. Replacement of these computers are crucial for continued efficiency, so that the City of Columbus can access applications
EMERGENCY DESIGNATION:
Emergency action is requested to allow the financial transaction to be posted in the City's accounting system as soon as possible and to immediately facilitate these purchases.
Fiscal Impact:
In 2011 the Department of Technology legislated $1,065,913.21 (ordinance 1786-2011 passed November 21,2011) to purchase computer equipment on behalf of general and other fund agencies. Most recently this year (2012), DoT legislation $329,411.16 (ordinance 2316-2012 passed November 12, 2012) for other fund agencies computer purchase. Funds totaling $585,972.18 to cover this purchase for general fund agencies has been identified by the Finance and Management Department and will come from the Special Income Tax Fund. Funds totaling $31,574.40 to cover the purchase for DoT and Human Resource- Risk Management are budgeted and available within the Department of Technology, Information Services Division, Internal Services Fund. Total cost associated with this ordinance is $617,546.58.
Contract Compliance:
Vendor: Brown Enterprise Solutions LLC CC#: 90 - 0353698 Expiration Date: 6/28/2013
Vendor: Smart Solutions, Inc. CC#: 34 - 1403269 Expiration Date: 1/28/2013
Title
To appropriate $585,972.18 within the Special Income Tax Fund; to authorize the Director of Finance and Management to establish blanket purchase orders, for the Department of Technology, on behalf of general and other fund agencies, for the purchase of replacement desktop computers, and other computer related products and equipment from pre-established universal term contracts with Brown Enterprise Solutions LLC., and Smart Solutions, Inc.; to authorize the expenditure of $585,972.18 or so much thereof as may be necessary from the Special Income Tax Fund and $31,574.40 from the Department of Technology, Information Services Division, Internal Services Fund; and to declare an emergency. ($617,546.58)
Body
WHEREAS, funds totaling $585,972.18 must be appropriated within the Special Income Tax Fund to cover the cost of purchasing computers and computer related equipment for general fund agencies; and
WHEREAS, this legislation also authorizes the Director of Finance and Management to establish blanket purchase orders with Brown Enterprise Solutions LLC, and Smart Solutions, Inc., for the Department of Technology, on behalf of general and other fund agencies, for the purchase of replacement desktop computers, laptops, tablets and computer related products and equipment; and
WHEREAS, the desktop computers, laptops, tablets and computer related products and equipment used by various agencies within the City of Columbus are obsolete and no longer meet the City's current minimal specifications/standards and are in need of replacement; the replacement of these desktop computers and computer related products and equipment will mitigate computer related performance problems and will ensure that the City of Columbus can continue to operate at peak efficiency; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Technology, in that there is an immediate need to appropriate funds from within the Special Income Tax fund, and to authorize the Director of Finance and Management to establish blanket purchase orders, for the Department of Technology, on behalf of general and other fund agencies, for the purchase of replacement desktop computers, and computer related products and equipment, from pre-established universal term contracts (UTC's) with the following vendors: Brown Enterprise Solutions LLC. (FL004953), and Smart Solutions, Inc. (FL004954), for the 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 sum of $585,972.18 be and hereby is appropriated from the unappropriated balance of Fund 430, the Special Income Tax Fund, and from all monies estimated to come into said Fund from any and all sources and unappropriated for any other purpose during the fiscal year ending December 31, 2012, to Department 47-01, Department of Technology, Object Level One Code 02, Object Level Three Code 2193 and OCA code 471430.
SECTION 2. That the monies appropriated in Section 1 shall be paid upon order of the Technology Director and or the Finance and Management Director and that no order shall be drawn or money paid except by voucher, the form of which shall be approved by the City Auditor.
SECTION 3. That the Director of Finance and Management is authorized to establish blanket purchase orders, for the Department of Technology, on behalf of general and other fund agencies, for the purchase of replacement desktop computers, laptops, tablets, and computer related products and equipment, from pre-established universal term contracts (UTC's), with Brown Enterprise Solutions LLC. (FL004953), and Smart Solutions, Inc. (FL004954), expiration date April 30, 2014. The total dollar amount associated with this ordinance for the purchase of computer equipment, on behalf of general and other fund agencies is $617,546.58.
SECTION 4. That the expenditure of $617,546.58 or so much thereof as may be necessary is hereby authorized to be expended as follows:
Special Income Tax Fund| Fund#: 430| Department of Technology| Dept./Div. No.: 47-01| Object Level One Code: 02| Object Level Three Code: 2193| OCA code: 471430|
Vendors: Brown Enterprise Solutions LLC | Amount: $307,661.18
Vendors: Smart Solutions, Inc. | Amount: $278,311.00
Total: Special Income Tax Fund| | $585,972.18 {General Fund agencies}
Internal Service Fund| Fund#: 514|Subfund: 001| DoT: Information Services Division| Dept/Div. No.: 47-02| Object Level One Code: 02| Object Level Three Code: 2193| OCA code: 472411|
Vendors: Brown Enterprise Solutions LLC | Amount: $ 12,824.40 {ISD}
Internal Service Fund| Fund#: 514|Subfund: 502| Department of Technology | Dept/Div. No.: 47-01| Object Level One Code: 02| Object Level Three Code: 2193| OCA code: 514502|
Vendors: Brown Enterprise Solutions LLC | Amount: $18,750.00 {Risk Management}
Total: Internal Service Fund | | $ 31,574.40
SECTION 5. 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 6. 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 7. 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 8. 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.