Explanation
BACKGROUND: This ordinance appropriates funds in the purchasing stores fund, extends a contract agreement (CT-18565A) for annual renewal of maintenance and support services necessary for the Accounting, Purchasing, Budgeting, and Asset Management Systems that were purchased through Ordinance 1576-97, and transfers funds to the print shop fund.
The purchasing stores fund has a cash balance of $81,985. For the past several years, the fund has been used only to establish universal term contracts ($1 per contract). Of this amount, $80,000 will be used to extend the contract for the Accounting, Budgeting, and Asset Management Systems, and the remaining unencumbered cash will be transferred to the print shop fund for the purpose of setting up future universal term contracts.
FISCAL IMPACT: These actions will close out the purchasing stores fund, which is no longer needed. The existing cash balance of $81,985 will be appropriated, with $80,000 going towards the maintenance of the city's Accounting, Budgeting, and Asset Management Systems, and the remaining unencumbered balance will be transferred to the print shop fund for future universal term contracts.
EMERGENCY DESIGNATION: This ordinance is submitted as an emergency measure to allow for the continued and uninterrupted maintenance and support of the city's Accounting, Budgeting, and Asset Management Systems. Failure to immediately proceed could cause disruption in system support.
Title
To appropriate $81,985 in the purchasing stores fund to the Office of the City Auditor; to authorize and direct the City Auditor to extend a contract agreement with Tier Technologies, Inc. for the annual renewal of extended maintenance and support services necessary for the Accounting, Purchasing, Budgeting, and Asset Management Systems; to authorize the expenditure of $80,000 from the purchasing stores fund and $3,872 from the general fund; to transfer so much unencumbered cash as remains available in the purchasing stores fund to the print shop fund; and to declare an emergency. ($83,872.00)
Body
WHEREAS, the purchasing stores fund has a cash balance of $81,985 which is no longer needed for any specific purpose, and;
WHEREAS, for the past several years, the fund has been used only to establish universal term contracts ($1 per contract), and;
WHEREAS, the City Auditor has a need for continued maintenance on the Accounting, Purchasing, Budgeting, and Asset Management Systems for the City of Columbus necessary to accommodate the year 2004, and;
WHEREAS, given the city-wide nature of the maintenance contract for the Accounting, Budgeting, and Asset Management Systems, the purchasing stores fund is deemed an appropriate funding sources for this expense, and;
WHEREAS, the print shop fund is available to be used for future universal term contracts, and;
WHEREAS, an emergency exists in the usual daily operations of the City Auditor's Office in that it is immediately necessary to authorize the City Auditor to enter into contract with Tier to avoid any disruption in system support and allow for the continued and uninterrupted maintenance and support of the city's Accounting, Budgeting, and Asset Management Systems, 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 from the monies in the fund known as the Purchasing Stores Fund, Fund 516, and from all monies estimated to come into said fund from any and all sources during the 12 months ending December 31, 2004, $80,000 is appropriated to the City Auditor, Division 22-01, Object Level One 3, and $1,895 is appropriated to the City Auditor, Division 22-01, Object Level One 10.
SECTION 2. That the City Auditor be and is hereby authorized and directed to extend contract (CT-18565A) with Tier for the acquisition of professional services to provide annual renewal of extended maintenance and support services necessary for the Accounting, Purchasing, Budgeting, and Asset Management Systems.
SECTION 3. That for the aforesaid purpose the expenditure of $83,872.00 or so much thereof as may be needed is hereby authorized as follows:
Office of the City Auditor, Department 22-01
Purchasing Stores Fund, Fund 516
OL1 03
OL3 3369
$80,000
Office of the City Auditor, Department 22-01
General Fund, Fund 010
OCA 220111
OL1 03
OL3 3369
$3,872
SECTION 4. That so much unencumbered balance as is available after the aforesaid expenditure will be transferred from the Purchasing Stores Fund, Fund 516 to the Print Shop Fund, Fund 517 for use in setting up future universal term contracts.
SECTION 5. That for reasons stated in the preamble hereto, which is hereby made a part hereof, this resolution 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.