Explanation
BACKGROUND:
This ordinance authorizes the appropriation of $585,750.00 within the Special Income Tax Fund and authorizes the Director of the Finance and Management to establish blanket purchase orders, for the Department of Technology (DoT) on behalf of the (Division of Police) general fund and (Risk Management Division) other fund agencies for the purchase of replacement desktop computers, laptops, tablets, and computer related products and equipment. These purchases will be made from a pre-established universal term contract (UTC), FL004953 with Brown Enterprise Solutions LLC., expiration date April 30, 2014. This purchase will expend $600,007.05 for the purchase of computers, and computer related products and equipment.
The desktop computers, and computer related products and equipment being replaced are outdated and/or obsolete.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.
EMERGENCY DESIGNATION:
Emergency 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.
Fiscal Impact:
In 2011 and 2012 the Department of Technology legislated $1,065,913.21 (ordinance 1786-2011 passed November 21,2011) and $946.957.74 (ordinance 2316-2012 passed November 12, 2012 and ordinance 2594-2012 passed December 17, 2012) to purchase computer equipment on behalf of general and other fund agencies. Most recently this year (2013), DoT legislated $205,143.88 (1742-2013 passed September 9, 2013) for other fund agencies computer purchases. Funds totaling $585,750.00 to cover this purchase have been identified by the Finance and Management Department and will come from the Special Income Tax Fund. Funds totaling $14,257.05 to cover the purchase for Human Resource- Risk Management Division are budgeted and available within the Department of Technology, Internal Services Fund. Total cost associated with this ordinance is $600,007.05.
Contract Compliance:
Vendor: Brown Enterprise Solutions LLC CC#: 90 - 0353698 Expiration Date: 01/31/2014
Title
To appropriate $585,750.00 within the Special Income Tax Fund; to authorize the Director of Finance and Management to establish a blanket purchase order, for the Department of Technology, on behalf of general and other fund agencies, for the purchase of replacement desktop computers, and other computer related products and equipment from a pre-established universal term contract with Brown Enterprise Solutions LLC; to authorize the expenditure of $585,750.00 or so much thereof as may be necessary from the Special Income Tax Fund and $14,257.05 from the Department of Technology, Internal Services Fund; and to declare an emergency. ($600,007.05)
Body
WHEREAS, funds totaling $585,750.00 must be appropriated within the Special Income Tax Fund to cover the cost of purchasing computers and computer related equipment for the Division of Police; and
WHEREAS, this legislation also authorizes the Director of Finance and Management to establish blanket purchase orders with Brown Enterprise Solutions LLC for the Department of Technology, on behalf of the Division of Police and Human Resource- Risk Management Division, for the purchase of replacement desktop computers, laptops, tablets and computer related products and equipment; and
WHEREAS, the desktop computers, laptops, tablets and computer related products and equipment used by these 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 appropriate funds from within the Special Income Tax fund, and to authorize the Director of Finance and Management to establish blanket purchase orders, for the Department of Technology, on behalf of general and other fund agencies, for the purchase of replacement desktop computers, and computer related products and equipment, from a pre-established universal term contract (UTC ) with Brown Enterprise Solutions LLC. (FL004953) 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 sum of $585,750.00 be and hereby is appropriated from the unappropriated balance of Fund 430, the Special Income Tax Fund, and from all monies estimated to come into said Fund from any and all sources and unappropriated for any other purpose during the fiscal year ending December 31, 2013, to Department 47-01, Department of Technology, Object Level One Code 02, Object Level Three Code 2193 and OCA code 471430.
SECTION 2. That the monies appropriated in Section 1 shall be paid upon order of the Technology Director and or the Finance and Management Director and that no order shall be drawn or money paid except by voucher, the form of which shall be approved by the City Auditor.
SECTION 3. That the Director of Finance and Management is authorized to establish blanket purchase orders, for the Department of Technology, on behalf of the Divisions of Police and Human Resource-Risk Management, for the purchase of replacement desktop computers, laptops, tablets, and computer related products and equipment, from a pre-established universal term contract (UTC), with Brown Enterprise Solutions LLC. (FL004953), expiration date April 30, 2014, in the amount of $600,007.05.
SECTION 4. That the expenditure of $600,007.05 or so much thereof as may be necessary is hereby authorized to be expended as follows:
Special Income Tax Fund| Fund#: 430| Department of Technology| Dept./Div. No.: 47-01| Object Level One Code: 02| Object Level Three Code: 2193| OCA code: 471430|Vendor: Brown Enterprise Solutions LLC | Amount: $585,750.00 |{Division of Police}
Total: Special Income Tax Fund| | $585,750.00
Internal Service Fund| Fund#: 514|Subfund: 502| Department of Technology | Dept/Div. No.: 47-01| Object Level One Code: 02| Object Level Three Code: 2193| OCA code: 514502|Vendor: Brown Enterprise Solutions LLC | Amount: $14,257.05| {Risk Management}
Total: Internal Service Fund | | $14,257.05
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 ten days after passage if the Mayor neither approves nor vetoes the same.