Explanation
BACKGROUND: This ordinance authorizes the Director of the Department of Finance and Management, on behalf of the Division of Support Services, to associate the General Budget Reservation resulting from this ordinance with the Universal Term Contract Purchase Agreement for Motorola Radios with Motorola Solutions Inc., as required for approval by City Council for an expenditure of more than $100,000.00. The division of Support Services needs to purchase replacement hand held radios for Police and Fire sworn personnel, for the various recruit classes for both groups, and for other public safety personnel. 55 percent of the Department of Public Safety's radio inventory is 15-20 years old and it is increasingly difficult to locate replacement parts and maintain service support. An existing Universal Term Contract was established by the Purchasing Office for such purpose with Motorola Solutions, Inc. This ordinance will fund the purchase of new radios and accessories with Motorola Solutions, Inc. via the terms and conditions of the Universal Term Contract established with Motorola.
Bid Information: A Universal Term Contract with Motorola Solutions Inc. exists for this expenditure. The contract compliance number for Motorola Solutions Inc. is CC-007169 (expires 10/18/2024).
Emergency Designation: Emergency designation is requested in order to ensure regional radio interoperability with surrounding Public Safety Agencies as well as to provide safety to those first responders in the Divisions of Police and Fire, without interruption, and to take advantage of a vendor discount, which expires June 28, 2024.
FISCAL IMPACT: This ordinance authorizes the expenditure of $2,499,961.83 from an existing purchasing agreement with Motorola Solutions, Inc. for radios and accessories for the City's safety forces and an amendment and transfer within Public Safety's 2023 Capital Improvement Budget.
Title
To amend the 2023 Capital Improvement Budget; to authorize the transfer of funds within the Safety G.O. Bonds Fund, Fund 7701; to authorize the Finance and Management Director to establish purchase orders from an existing Purchase Agreement with Motorola Solutions, Inc. for the purchase of portable radios for the Department of Public Safety; to authorize the expenditure of $2,499,961.83 from the Safety G.O. Bonds Fund, Fund 7701; and to declare an emergency. ($2,499,961.83)
Body
WHEREAS, the Department of Public Safety personnel are in need of new radios for the new recruit classes and replacement radios; and,
WHEREAS, a Universal Term Contract established by the Purchasing Office with Motorola, Inc. exists for this purchase; and,
WHEREAS, funds are available in the Department of Public Safety's 2023 Capital Improvement Budget and the Safety G.O. Bonds Fund, Fund 7701, for the purchase of Police and Fire radios, and,
WHEREAS, it is necessary to transfer funds within the Safety G.O. Bonds Fund, Fund 7701 and also to amend the 2023 Capital Improvement Budget in order to properly align appropriations with projected expenditures; and,
WHEREAS, an emergency exists in the usual daily operation of the Department of Public Safety, Division of Support Services, in that it is immediately necessary to authorize and direct the Finance and Management Director to establish purchase orders from an existing Purchase Agreement with Motorola Solutions, Inc., and expend funds from the Safety G.O. Bonds Fund for the purchase of portable radios and accessories to ensure regional radio interoperability with surrounding Public Safety Agencies and to take advantage of a vendor discount, which expires June 28, 2024, for the immediate preservation of the public health, peace, property, safety, and welfare. and now, therefore,
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the 2023 Capital Improvement Budget be amended in Fund 7701, as follows, to establish proper authority for this purchase:
Project Name | Project Number | Current Authority | Revised Authority | Difference__
Impound Lot Resurfacing (Carryover) P330066-100006 $3,839,726 $1,339,764.00 ($2,499,962.00)
Police& Fire Annual Radio Equip (carryover)P320001-100001 $0 $2,499,962.00 $2,499,962.00
SECTION 2. That the City Auditor is authorized to transfer cash and appropriation within the Safety G.O. Bonds Fund, Fund 7701 per the accounting codes in the attachment to this legislation.
SECTION 3. That the Director of Finance and Management be and is hereby authorized to establish purchase orders from an existing Universal Term Contract Purchase Agreement with Motorola Solutions, Inc. for the purchase of portable radios and accessories in accordance with the terms and conditions of contract PA005455, for the Department of Public Safety.
SECTION 4. That the expenditure of $2,499,961.83, or so much thereof as may be necessary, be and is hereby authorized from Fund 7701 per the accounting codes in the attachment to this ordinance.
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.
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.