Explanation
BACKGROUND: This ordinance authorizes the Director of the Department of Finance and Management, on behalf of the Division of Support Services, to establish a purchase order in the amount of $230,000.00 with Motorola Inc., to purchase digital flashes to upgrade the portable and mobile radios. This purchase order will utilize an existing Universal Term Contract (UTC) established through the competitive bid process by the Purchasing Office with Motorola Inc., Contract number FL004701.
Purchasing the "flashes" will permit the upgrading of 232 current radios to digital ready platforms. There is a total of 1400 radios that can be upgraded to digital ready in the Public Safety inventory. This upgrading is a less expensive process than purchasing all new digital radios.
The new digital flashes to be purchased will upgrade the current older models and will allow for regional radio interoperability with surrounding Public Safety Agencies as well as provide safety to those first responders in the Divisions of Police and Fire.
CONTRACT COMPLIANCE: The contract compliance number for Motorola Inc is 36-1115800: Expires 3/08/2014.
EMERGENCY; Emergency designation is requested in order to ensure regional radio interoperability with surrounding Public Safety Agencies as soon as possible, provide digital upgrades to the current radios to Police and Fire and allow the Public Safety to take advantage of cost savings offered by Motorola before the end of June.
FISCAL IMPACT: Funds for this purchase are budgeted and available within Public Safety's 2013 Capital Improvement Budget. This ordinance will also amend the 2013 Capital Improvement Budget (CIB) and transfer funds between projects in the Safety Bond Fund. The Division spent $500,000 in capital funds in 2012 to purchase mobile and portable radios.
Title
To amend the 2013 Capital Improvement Budget; to authorize the City Auditor to transfer funds between projects within the Department of Public Safety's Bond Fund; to authorize the Director of Finance and Management, on behalf of the Division of Support Services, to establish a purchase order in accordance with terms and conditions of a universal Term Contract with Motorola Inc., for the purchase of digital flashes to upgrade the portable and mobile radios for the Divisions of Police and Fire, to authorize the expenditure of $230,000.00 from Public Safety's Capital Improvement Fund, and to declare an emergency. ($230,000.00)
Body
WHEREAS, it is necessary to amend the 2013 Capital Improvement Budget and transfer cash within projects within the Department of Public Safety's Bond fund; and
WHEREAS, The Divisions of Police and Fire personnel are in need of digital flashes to upgrade the portable and mobile radios to ensure interoperability with other Law Enforcement Agencies and for the safety of first responders, and
WHEREAS, funds are budgeted in the Department of Public Safety's 2013 Capital Improvement Budget for the purchase of digital flashes to upgrade the police and fire radios, and
WHEREAS, an emergency exists in the usual daily operation of the Public Safety Department, Division of Support Services, in that it is immediately necessary to expend funds from the Capital Improvement Fund for the purchase of digital flashes to upgrade the portable and mobile radios for the Public Safety Department to ensure regional radio interoperability with surrounding Public Safety Agencies and take advantage of cost savings offered by the vendor, thereby preserving 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 Director of the Department of Finance and Management, on behalf of the Division of Support Services, is hereby authorized and directed to issue a purchase order with Motorola Inc. in the amount of $230,000.00, for the purchase of digital flashes for the current mobile and portable radios and accessories for the Public Safety Department in accordance with the terms and conditions of contract FL004701.
SECTION 2. That the 2013 Capital Improvement Budget is hereby amended as follows:
FUND 701.
Project/Project#: Surveillance Cameras 310003-100000 Voted Carryover|Current CIB: $1,622,477|Revised CIB: $1,392,477|Change: ($230,000).
Project/Project#: Police and Fire Annual Radio Equipment Program 320001-100001|Current CIB: $230,000|Revised CIB: $460,000|Change $230,000
SECTION 3. That the City Auditor is hereby authorized and directed to transfer funds within Safety Voted Bond Fund as follows;
FROM:
Dept/Div. 3001| Fund 701|Project Number 310003-100000|Project Name: Surveillance Cameras|OCA Code:701003|Object Level:06|Object Level 3:6644|Amount: $230,000.00
TO:
Dept/Div. 3002| Fund 701|Project Number 320001-100001|Project Name: Police and Fire Annual Radio Equipment Program|OCA Code:711001|Object Level:06|Object Level 3:6644Amount: $230,000.00
SECTION 4. That the expenditure of $230,000.00, or so much thereof as may be necessary in regard to the action authorized in SECTION 1, be and is hereby authorized and approved as follows:
Division: 30-02
Fund: 701
Project Number: 320001-100001
OCA Code: 711001
Object Level One: 06
Object Level 3: 6644
Amount $230,000.00
SECTION 5. That the City Auditor is authorized to make any accounting changes to revise the funding source for all contract or contract modifications associated with this ordinance.
SECTION 6. 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 such project that the project has been completed and the monies are no longer required for such project; except that no transfer shall be made from a project account funded by monies from more than one source.
SECTION 7. 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 of ten days after passage if the Mayor neither approves nor vetoes the same.