Explanation
BACKGROUND: This legislation is to authorize the Director of the Department of Finance to increase a purchase order with US Laser for printer services and supplies for the Department of Technology (DoT), on behalf of numerous City agencies, to procure unforeseen items and services provided by US Laser.
The City of Columbus Purchasing Office established a Universal Term Contract (UTC) FL001031 with US Laser, to provide this service to numerous City agencies: such as Civil Service, the Health Department, Development, Finance, Public Service and Human Resources. In past fiscal years, the cost associated with printer services was paid by each City agency. This kept expenditures for each city agency below the $100,000.00 maximum that is placed on UTC expenditures under the provisions of City Code 329.07(g). These services and associated costs were centralized, in the beginning of fiscal year 2001, under the auspice of the Department of Technology (DoT).
In order to assure current payment status, with the US Laser account, while DoT performed an internal audit and analysis of the spending trend among the agencies supported by DoT, ordinance #1929-2003 was passed authorizing an increase, in the amount of $65,951.10, to the US Laser purchase order. The outcome of the internal audit/analysis is that DoT, on behalf of numerous City agencies, has an immediate need for additional funds, in the amount of $56,600.00, to maintain current service and usage level for the remainder of the 2003 fiscal year. Without additional funds there will be interruption of printer services and supplies, resulting in the lack of productivity essential for daily operations.
FISCAL IMPACT: Thus far, in 2003, DoT has expended $159,700.00, including the amount from ordinance #1929-2003, with US Laser for this service. Upon completion of the audit/analysis, DoT determined that an additional $56,600.00 is needed to continue service level usage for the remainder of the 2003 year.
EMERGENCY: Emergency legislation is requested to maintain current services provided by US Laser without interruption.
CONTRACT COMPLIANCE NUMBER: 311357570 Expires: 6/6/2005
Title
To authorize the Director of the Department of Finance to increase a purchase order with US Laser for printer services and supplies for the Department of Technology, on behalf of numerous City agencies, to authorize the expenditure of $55,900.00 from Telecommunications Division's Cable Fund; $700.00 from the Technology Director's Office Internal Service Fund and to declare an emergency. ($56,600.00)
Body
WHEREAS, This legislation is to authorize the Director of the Department of Finance to increase a purchase order with US Laser for printer services and supplies for the Department of Technology (DoT), on behalf of numerous City agencies, to procure unforeseen items and services provided by US Laser,and
WHEREAS, The City of Columbus Purchasing Office has established a Universal Term Contract (UTC) with US Laser, to provide this service to numerous City agencies: such as Civil Service, the Health Department, Development, Finance, Public Service, and Human Resources, and
WHEREAS, In order to assure current payment status, with the US Laser account, while DoT performed an internal audit and analysis of the spending trend among the agencies supported by DoT, ordinance #1929-2003 was passed authorizing an increase, in the amount of $65,951.10, to the US Laser purchase order, and
WHEREAS, The outcome of the internal audit/analysis is that DoT, on behalf of numerous City agencies, has an immediate need for additional funds, in the amount of $56,600.00, to maintain current service and usage level for the remainder of the 2003 fiscal year, and
WHEREAS, Without additional funds there will be interruption of printer service and supplies, resulting in the lack of productivity essential for daily operations, and
WHEREAS, Thus far, in 2003, DoT has expended $159,700.00 with US Laser for this service. The balance needed to cover the remainder of this year's obligation is currently projected to be $56,600.00, unless an unforeseeable increase occurs, and
WHEREAS, An emergency exists in the usual daily operation of the City in that it is immediately necessary to authorize this purchase order increase, 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 the Department of Finance be and is hereby authorized to increase a purchase order for printer services and supplies, for the Department of Technology, on behalf of numerous City agencies, from US Laser.
SECTION 2: That the expenditure of $55,900.00 or so much thereof as may be necessary is hereby authorized to be expended from Telecommunications Division's Cable Fund and $700.00 from Technology Director's Office Internal Service Fund as follows:
Div: 47-03| Fund: 203| OCA Code: 471888| Obj. Level 1: 02| Obj. Level 3: 2206| Amount: $55,400.00|
Div: 47-01| Fund: 514|Subfund: 513| OCA Code: 514013| Obj. Level 1: 02| Obj. Level 3: 2206| Amount: $500.00|
Div: 47-03 |Fund: 203| OCA Code: 289652| Obj. Level 1: 02| Obj. Level 3: 2206| Amount: $500.00|
Div: 47-01 |Fund: 514|Subfund: 502| OCA Code: 514502| Obj. Level 1: 02| Obj. Level 3: 2206| Amount: $200.00|
SECTION 3: 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