Explanation
BACKGROUND:
This legislation authorizes the transfer of cash and appropriation of funds totaling $699,593.00 from the General Fund Finance and Management Citywide Account to the Finance Technology Account (to pay for general fund agencies technology bills). This legislation also authorizes an increase of $699,593 to the Department of Technology (47-01) Internal Service Fund 2011 budget appropriation to have sufficient appropriation authority to cover the purchase of computer equipment for general fund agencies, as identified in the attached schedule. *See attachment: 2011 Finance and Management General Fund Cash and Appropriation Transfers Ord. # 1786-2011 and *See attachment: 2011 Department of Technology (47-01) Appropriation via Ord. # 1786-2011
This legislation also authorizes the Director of Finance and Management to establish three (3) blanket purchase orders, for the Department of Technology, on behalf of general fund and other fund agencies, for the purchase of replacement desktop computers, printers, 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, FL004954 with Smart Solutions, Inc., expiration date April 30, 2014 and FL004980 with Cannon IV Inc., expiration date April 30, 2015. This purchase will expend $1,065,913.21 for the purchase of replacement desktop computers, printers, and computer related products and equipment as identified:
1. Brown Enterprise Solutions, LLC (FL004953), in the amount of $414,772.44 for the purchase of Dell desktop computing equipment.
2. Smart Solutions, Inc. (FL004954), in the amount of $631,959.75 for the purchase of Hewlett Packard desktop computing equipment.
3. Cannon IV Inc. (FL004980), in the amount of $19,181.02 for the purchase of Hewlett Packard printer equipment.
*See attachment: Ord. # 1786-2011 DOT Expenditure Detail Sheet
The desktop computers, printers, and computer related products and equipment being replaced are outdated and/or obsolete.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 critical to daily operations.
FISCAL IMPACT:
The passage of this ordinance will allow the transfer of $699,593.00 cash funds and budget appropriation for the general fund agencies to be transferred from the General Fund Finance and Management Citywide Account to the Finance Technology Account (to pay for general fund agencies bills) and increase the 2011 budget appropriation to the Department of Technology (47-01), Internal Services Fund, on behalf of general fund agencies to purchase computer equipment, in the amount of $699,593.00. The funding for the other fund agencies needed for this ordinance are available and will come from the Department of Technology, Internal Services Fund in the amount of $366,322.54. Funds and appropriation will be available in the amount of $1,065,913.21 within the 2011 Department of Technology, Internal Services fund budget with the passage of this ordinance to make computer purchases for both general fund and other fund agencies.
EMERGENCY DESIGNATION:
Emergency designation/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, as the computer equipment being purchased is crucial to city operations for continual support without interruption critical to daily operations.
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
Vendor: Cannon IV Inc. CC#: 35 - 1347167 Expiration Date: 6/3/2013
Title
To authorize and direct the City Auditor to transfer cash and appropriation of funds totaling $699,593.00 from the General Fund Finance and Management Citywide Account to the Finance Technology Account (to pay for general fund agencies technology bills); to also authorize a budget appropriation increase of $699,593 to the Department of Technology Internal Service Fund 2011 budget to have sufficient appropriation authority to cover the purchase of computer equipment for general fund agencies; to authorize the Director of Finance and Management to establish three (3) blanket purchase orders, for the Department of Technology, on behalf of general and other fund agencies, for the purchase of replacement desktop computers, printers, and computer related products and equipment from pre-established universal term contracts with Brown Enterprise Solutions LLC., Smart Solutions, Inc. and Cannon IV Inc; to authorize the expenditure of $1,065,913.21 from the Department of Technology, Internal Services Fund; and to declare an emergency. ($1,065,913.21)
Body
WHEREAS, this legislation authorizes the transfer of cash and appropriation of funds totaling $699,593.00 from the General Fund Finance and Management Citywide Account to the Finance Technology Account (to pay for general fund agencies technology bills). This transfer will allow the Department of Technology to have sufficient appropriation authority to cover the purchase of computer equipment for general fund agencies; and
WHEREAS, this legislation also authorizes an increase of $699,593 to the Department of Technology (47-01) Internal Service Fund 2011 budget appropriation to have sufficient appropriation authority to cover the purchase of computer equipment for general fund agencies, as identified in the attached schedules; and
WHEREAS, this legislation also authorizes the Director of Finance and Management to establish three (3) blanket purchase orders with Brown Enterprise Solutions LLC, Smart Solutions, Inc., and Cannon IV Inc., for the Department of Technology, on behalf of general and other fund agencies, for the purchase of replacement desktop computers, printers, and computer related products and equipment; and
WHEREAS, the desktop computers, printers, 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 transfer cash and appropriation from the General Fund Finance and Management Citywide Account to the Finance Technology Account; to authorize the increase of appropriation authority to the Department of Technology; and to authorize the Director of Finance and Management to establish three (3) blanket purchase orders, for the Department of Technology, on behalf of general and other fund agencies, for the purchase of replacement desktop computers, printers, and computer related products and equipment, from pre-established universal term contracts (UTC'S) with the following vendors: Brown Enterprise Solutions LLC. (FL004953), Smart Solutions, Inc. (FL004954) and Cannon IV Inc. (FL004980), 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 Director of Finance and Management is authorized to establish three (3) blanket purchase orders, for the Department of Technology, on behalf of general and other fund agencies, for the purchase of replacement desktop computers, printers, and computer related products and equipment, from three (3) pre-established universal term contracts (UTC'S), with Brown Enterprise Solutions LLC. (FL004953), Smart Solutions, Inc. (FL004954), expiration date April 30, 2014 and with Cannon IV Inc. (FL004980), expiration date April 30, 2015. The total dollar amount associated with this ordinance for the purchase of computer equipment, on behalf of general and other fund agencies is $1,065,913.21.
SECTION 2. To authorize and direct the City Auditor to transfer cash and appropriation within the General fund, Fund 010, in the amount of $699,593.00 as follows:
*See attachment: 2011 Finance and Management General Fund Cash and Appropriation Transfers Ord. # 1786-2011
SECTION 3. To authorize a $699,593.00 appropriation increase to the Department of Technology (47-01) 2011 Budget, Internal Services Fund (514) or so much thereof as may be necessary is hereby authorized as follows:
*See attachment: 2011 Department of Technology (47-01) Appropriation via Ord. # 1786-2011
SECTION 4. That the expenditure of $1,065,913.21 or so much thereof as may be necessary is hereby authorized to be expended from:
*See attachment: Ord. # 1786-2011 DOT Expenditure Detail Sheet
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 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.