Explanation
1. BACKGROUND
The Division of Planning and Operations is responsible for routine and emergency maintenance and rehabilitation of the roadway system, traffic control devices, and for the inspection of various projects affecting this system.
To meet these responsibilities, the Division employs an extensive and varied fleet of vehicles. In order to maximize communication, it is necessary to equip personnel with radios. This enables greater coordination of fleet units by enhancing the ability of supervisors to dispatch vehicles to needed locations at a moment's notice. This is of particular importance during periods of emergency repair to streets and traffic control devices, and snow and ice removal operations.
Additionally, the Division utilizes Franklin County's 800 MHz system and this system will be converting from an analog to a digital format which will require the replacement of all radios owned by the Division.
The Purchasing Office has established contract FL004701, SA003358 for the purchase of 800 MHz radios, equipment and accessories and for upgrade services.
2. CONTRACT COMPLIANCE INFORMATION
The contract compliance number for Motorola Solutions, Inc. is 36-1115800 and expires 03/08/2014.
3. FISCAL IMPACT
Funds are available for this expenditure from the Street and Highways and Highways G.O. Bonds Fund, no. 704. The total cost of this purchase is $100,000.00. A transfer of cash and budget authority is necessary to align funding with this project expenditure.
4. EMERGENCY:
In order to have all the equipment available and to replace old equipment as quickly as possible, it is necessary to authorize this expenditure.
Title
To amend the 2013 Capital Improvements Budget; to authorize and direct the City Auditor to transfer cash and appropriation between projects with the Streets and Highways Bond Fund; to authorize the Finance and Management Director to establish a purchase order for the purchase of radios and components and upgrade services with Motorola Solutions, Inc., in accordance with the terms and conditions of the existing citywide universal term contract, for the Division of Planning and Operations; to authorize the expenditure of $100,000.00 within the Streets and Highways Bonds Fund, and to declare an emergency. ($100,000.00)
Body
WHEREAS, the Division of Planning and Operations requires mobile and portable radios for the proper coordination of employees and operations, and
WHEREAS, the Purchasing Office has established a universal term contract for the purchase and upgrading of mobile and portable radios with Motorola Solutions, Inc., and
WHEREAS, funds are available in the Streets and Highways G.O. Bonds Fund for this expense; now, therefore
WHEREAS, it is necessary to authorize an amendment to the 2013 Capital Improvements Budget for the purpose of providing sufficient spending authority for the aforementioned project expenditure; and
WHEREAS, an emergency exists in the usual daily operation of the Division of Planning and Operations in that the funding should be authorized immediately to purchase these 800 MHz radios, 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 Finance and Management is hereby authorized to establish a purchase order with Motorola Solutions, Inc., 13108 Collections Center Drive, Chicago, IL 60693 for the purchase of radios, components and upgrade services in accordance with the terms and conditions of the applicable universal term contract, FL004701, SA003358.
SECTION 2. That the 2013 C.I.B. authorized by ordinance 0645-2013 be amended to establish authority for this expenditure in the required project detail as follows:
Fund / Project / Project Name / Revised Authority / Amendment / C.I.B as amended
704 / 530020-100000 / Street Equipment (Carryover) / $3,965,331.00 / ($100,000.00) / $3,865,331.00
704 / 530020-100022 / Street Equipment - 800 MHz Radios (Carryover) / $0.00 / $100,000.00 / $100,000.00
SECTION 3. That the transfer of cash and appropriation within the Street and Highways G.O. Bonds Fund, no. 704, be authorized as follows:
Transfer from:
Fund / Project / Project Name / O.L. 01-03 Codes / OCA Code / Amount
704 / 530020-100000 / Street Equipment / 06-6651 / 591246 / $100,000.00
Transfer to:
Fund / Project / Project Name / O.L. 01-03 Codes / OCA Code / Amount
704 / 530020-100022 / Street Equipment - 800 MHz Radios / 06-6651 / 742022 / $100,000.00
SECTION 4. That the sum of $100,000.00 or so much thereof as may be needed is hereby authorized to be expended from the Streets and Highways G.O. Bonds Fund, No. 704, Dept./Div. 59-11 as follows:
Fund / Project / Project Name / O.L. 01-03 Codes / OCA Code / Amount
704 / 530020-100022 / Street Equipment - 800 MHz Radios / 06-6651 / 742022 / $100,000.00
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 for said project.
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 10 days after its passage if the Mayor neither approves nor vetoes the same.