Explanation
Background: This legislation authorizes the Finance and Management Director to issue a purchase order to Upstate Wholesale Supply dba Brite Computers for the purchase of thirteen (13) Fujitsu laptops with modem and GPS and five (5) year no fault warranty and related equipment for the Division of Police. This equipment is needed to install in the six Freeway SUV's, six will be placed in Police Net's inventory to use as replacements in Police vehicles, and one is needed for recruit training at the Police Academy.
Solicitation SA004427 for Fujitsu laptops, with modem, GPS and five years no fault warranty and related equipment closed on June 21, 2012. There were three vendors who responded. Upstate Wholesale Supply dba Brite Computers was the lowest bidder and also met specifications. The other two companies, OfficeMax North America and Howard Technology did not meet specifications. After review of the bids, the Division of Police recommended the bid award to Upstate Wholesale Supply dba Brite Computers.
Contract compliance number is 16-1382350 and expires 10/19/2013.
Fiscal Impact: This ordinance authorizes an appropriation and expenditure of $14,118.90 in the General Permanent Improvement Fund for the purchase of six Fujitsu laptops with modem and GPS and five year no fault warranty. This ordinance also authorizes the transfer of funds within said Fund. A Capital Improvement Budget amendment is required to allow for the aforementioned appropriation and transfer, and such amendment is contingent upon passage of 2270-2012. This ordinance also authorizes an appropriation and expenditure of $23,196.90 in the Special Income Tax Funds for the purchase of six laptops with modems, GPS, five year no fault warranty, and related equipment for the Division's Freeway SUV's.
Emergency action is requested in order to get the same pricing that was quoted by the vendor due to the time frame of the bid process.
Title
To authorize an amendment to the 2012 Capital Improvement Budget; to authorize the appropriation and transfer of funds within the General Permanent Improvement Fund, to authorize the appropriation of funds in the Special Income Tax Fund, to authorize the Finance and Management Director to issue a purchase order to Upstate Wholesale Supply dbaBrite Computers for Fujitsu laptops and related equipment for the Division of Police; to authorize the expenditure of $41,181.95 from the General Permanent Improvement, Special Income Tax, and the Continuing Professional Training Funds; and to declare an emergency. ($41,181.95)
Body
WHEREAS, there was a formal competitive bid process issued through the Purchasing Office as Solicitation SA004427; and
WHEREAS, the Division of Police recommended the lowest bidder, Upstate Wholesale Supply dbaBrite Computers, and who also met all of the specifications for Fujitsu laptops and related equipment; and
WHEREAS, additional laptops with modem and GPS and five year no fault warranty can be purchased at the same pricing as quoted on original formal bid; and
WHEREAS, an amendment to the 2012 Capital Improvement Budget is required to provide for this expense; and
WHEREAS, an appropriation and transfer of funds within the General Permanent Improvement Fund are also required to provide for this expenses; and
WHEREAS, an appropriation in the Special Income Tax Fund is also needed; and
WHEREAS, an emergency exists in the usual daily operation of the Division of Police in that it is immediately necessary to issue a purchase order for the purchase of Fujitsu laptops with modem, GPS and five (5) year no faulty warranty and related equipment as soon as possible, 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 2012 Capital Improvement Budget be amended (contingent upon passage of 2270-2012) within Fund 748 as follows:
Project Number Current CIB Revised CIB Difference
Project: Police Vehicles 330035-100000 $66,397 $80,515 $14,118
SECTION 2. That the City Auditor is hereby authorized to appropriate $14,118.90 within the unallocated balance of the General Permanent Improvement as follows:
Fund Dept. No. Obj. Level (1) OCA Project Amount
748 45-01 06 643114 748999-100000 $14,118.90
SECTION 3. That funds be transferred within the General Permanent Improvement Fund, Fund 748 as follows:
From:
Dept 45-01: Project 748999-100000: OCA 643114: Obj Lvl One- 06: Amount $14,118.90
To:
Dept 30-03: Project 330035-100000: OCA 748035: Obj Lvl One-06; Object Level Three 6649, Amount $14,118.90
SECTION 4. That the City Auditor is hereby authorized to appropriate $27,063.05 within the unallocated balance of the Special Income Tax Fund and the Continuing Professional Training Fund as follows:
Fund Dept. No. Obj. Level (1) OCA Amount
430 30-03 06 430036 $23,196.90
299 30-03 06 299001 $ 3,866.15
SECTION 5. That the Finance and Management Director is hereby authorized to issue a purchase order to Upstate Wholesale Supply dba Brite Computers for the purchase of 13 Fujitsu laptops with modem, GPS and five (5) year no fault warranty and related equipment for the Division of Police.
SECTION 6. That the expenditure of $41,181.95, or so much thereof as may be needed for the purchase of laptops and related equipment is hereby authorized as follows:
Dept No. Project OCA OBJ. Level (3) Fund Amount
30-03 330035-100000 748035 6649 748 $14,118.90
30-03 430036 6649 430 $23,196.90
30-03 299001 6649 299 $ 3,866.15
SECTION 7. That the City Auditor is authorized to make the necessary transfer between funds, and such funds are hereby appropriated, to carry out the purposes of this ordinance.
SECTION 8 . That for reasons stated in the preamble hereto, which is hereby made a part hereof, this ordinance is hereby declared an emergency measure and shall take effect and be enforced from and after its passage and approval by the Mayor, or ten days after passage if the Mayor neither approves nor vetoes the same.