Explanation
Background: The Division of Police needs to purchase new computer Network Storage devices to replace current systems which are over five years old and are unable to store all the necessary network files and provide sufficient back-up capabilites. A failure of the Network Storage computers would mean a loss of important Police data. Also, Police is quickly running out of storeable computer space. The new computer system will provide the latest technology for storing electronic files and provide backup systems for Police electronic files for many years into the future.
This ordinance also authorizes the transfer of $507,569.00 between projects within the Safety Voted Bond Fund and amends the 2008 Capital Improvement Budget, Ordinance 0690-2008.
Bid Information: The Purchasing Office advertised bid for Network Storage Device, SA002987 which opened August 21, 2008. Only one response was received from Smart Solutions, Inc. Smart Solutions, Inc. met all the specifications and is the responsible, responsive and best bidder. Therefore, the Police Division recommends acceptance of the bid submitted by Smart Solutions.
Contract Compliance No.: 34-1403269, Expires 05/18/2009
Emergency Designation: Emergency legislation is requested in order to expedite the purchases so that all equipment may be in place by year end and the system can be functional as soon as possible.
FISCAL IMPACT: The 2008 Capital Improvement Budget reflects new funding of $500,000 for Police network file storage. However, there is no cash available within the project to complete this transaction. This transfer of $507,569.00 from the Police and Fire Computer Aided Dispatch (CAD) will be reimbursed for $500,000 when bonds are sold.
Title
To authorize the Finance and Management Director to enter into a contract with Smart Solutions, Inc. for the purchase of Network Storage Device for the Division of Police, to amend the 2008 Capital Improvement Budget; to authorize and direct the City Auditor to transfer $507,569.00 between projects within the Safety Voted Bond Fund; to authorize the expenditure of $507,569.00 from the Safety Voted Bond Fund; and to declare an emergency. ($507,569.00)
Body
WHEREAS, there is a need to replace outdated network storage device to maintain daily operations; and
WHEREAS, a formal bid proposal SA002987, Network Storage Device for the Division of Police was received by the Purchasing Office on August 21, 2008; and
WHEREAS, Smart Solutions, Inc. was the only bid received; and
WHEREAS, it is necessary to amend the 2008 Capital Improvement Budget and transfer cash between projects within the Safety Voted Bond Fund; and
WHEREAS, this transfer should be considered a temporary funding method until bonds are sold; and
WHEREAS, an emergency exists in the daily operation of the Division of Police Department of Public Safety, in that it is immediately necessary to enter into contract for the purchase of Network Storage Device in order to expedite the purchases so that all equipment may be in place by year end and the system can be functional as soon as possible for the immediate preservation of the public peace, health, safety and welfare, now therefore
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Finance and Management Director be and is hereby authorized and directed to enter into contract with Smart Solutions, Inc for the purchase of Network Storage Device for the Division of Police.
SECTION 2. That the 2008 Capital Improvement Budget is hereby amended as follows:
Project/Project # CIB Current Amount Revised
320016-100000 Comp. Aided Dispatch Carryover 1,354,890 847,321
320016-100000 Comp Aided Dispatch New 3,966,210 4,466,210
330036-100000 Police Network File Storage New 500,000 0
330036-100000 Police Network File Storage Carryover 0 507,569
SECTION 3. That the City Auditor be and hereby authorized and directed to transfer $507,569.00 within the Safety Voted Bond Fund as follows:
From:
DIV 30-02 | FUND 701 | Project No.320016 | Project Name -Comp. Aided Dispatch| OCA Code 701016| AMOUNT $507,569.00|
To:
DIV 30-03 | FUND 701| Project No330036 | Project Name - Police Network File Storage | OCA Code 644476 | AMOUNT $507,569.00|
SECTION 4. That the expenditure of $507,569.00 or so much thereof as may be needed, be and the same is hereby authorized as follows:
DIV 30-03 | FUND 701| Project No 330036 | Project Name - Police Network File Storage | OCA Code 644476 | AMOUNT $507,569.00|
SECTION 5. 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 6. That for 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.