BACKGROUND:
This legislation authorizes the Director of Finance and Management to establish purchase orders, on behalf of the Department of Technology (DoT), and various city agencies for the purchase of replacement desktop computers, computer related products and equipment. These purchases will be made from a pre-established universal term contract (UTC), FL004953 (BPCMP01J) & FL004954 (BPCMP02D), with Brown Enterprise Solutions, LLC., and Smart Solutions, LLC., expiration date September 30, 2014.
The desktop computers, printers, servers and computer related products and equipment being replaced are outdated and/or obsolete.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 is crucial for continued efficiency, so that the City of Columbus can access applications critical to daily operations.
This ordinance will also authorize the appropriation and expenditure of $505,000.00 within the Special Income Tax Fund for the purchase of replacement equipment, and will authorize the transfer of appropriation in the amount of $300,000.00 between object levels within the Department of Technology, direct charge budget for the Department of Public Utilities (DPU) to accommodate for the additional expenditure authorized by this ordinance.
FISCAL IMPACT:
In 2013, $805,151,38 was legislated and expended for the purchase of replacement desktop computers, computer related products and equipment, on behalf of various city agencies. This ordinance will authorize the expenditure of $1,113,663.30. Funds are identified and available in the Department of Technology, Internal Services Fund and the Special Income Tax Fund to fund this purchase for Information Services Division ($25,000.00), Fleet Management Division ($27,820.50), Division of Building and Zoning Services ($55,842.80), and Department of Public Utilities ($500,000.00). A transfer of $300,000.00 is also being requested to move appropriation between object levels within DoT's - direct charge budget for DPU to allow for this expenditure.
EMERGENCY DESIGNATION:
Emergency designation is being requested by the various city agencies to immediately facilitate this purchase as the computer equipment being purchased is crucial to city operations.
CONTRACT COMPLIANCE:
Vendor Name: Brown Enterprise Solutions, LLC F.I.D#/C.C#: 90 - 0353698 Expiration Date: 1/31/2016
Vendor Name: Smart Solutions, LLC F.I.D#/C.C#: 34 - 1403269 Expiration Date: 1/31/2015
Title
To appropriate $505,000.00 within the Special Income Tax Fund; to authorize and direct the City Auditor to transfer $300,000.00 in appropriation between object levels within the Department of Technology, Information Services fund; to authorize the Director of Finance and Management to establish purchase orders on behalf of the Department of Technology and various city agencies, for the purchase of replacement desktop computers, computer related products and equipment from a pre-established universal term contract with Brown Enterprise Solutions, LLC and Smart Solutions, LLC.; to authorize the expenditure of $608,663.30 from the Department of Technology, Internal Services Fund and $505,000.00 from the Special Income Tax Fund; and to declare an emergency. ($1,113,663.30)
Body
WHEREAS, the desktop computers, printers, servers and computer related products and equipment used by various agencies within the City of Columbus are in need of replacement; thereby the replacement of these 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, this ordinance authorizes the Director of Finance and Management to establish purchase orders, on behalf of the Department of Technology and various city agencies, for the purchase of replacement computers, computer related products and equipment utilizing a pre-established universal term contract (UTC), FL004953 (BPCMP01J) & FL004954 (BPCMP02D), with Brown Enterprise Solutions, LLC., and Smart Solutions, LLC., expiration date September 30, 2014, in the amount of $1,113,663.30; and
WHEREAS, funds totaling $505,000.00 must be appropriated within the Special Income Tax Fund to cover the cost of purchasing computers and computer related equipment for certain city departments and divisions; and
WHEREAS, this ordinance authorizes the transfer of $300,000.00 in appropriation between object levels within the Department of Technology, Internal Services fund, direct charge budget for the Department of Public Utilities to accommodate for the additional expenditure authorized by this ordinance for the purchase of computers, computer related products and equipment; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Technology, in that there is an immediate need to authorize the Director of Finance and Management to establish purchase orders on behalf of the Department of Technology and various city agencies, for the purchase of replacement computers, computer related products and equipment, from a pre-established universal term contract (UTC) with Brown Enterprise Solutions, LLC., and Smart Solutions LLC., 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 $505,000.00 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, 2014, 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 Director of Finance and Management is hereby authorized to establish blanket purchase orders, on behalf of the Department of Technology and various city agencies, for the purchase of replacement desktop computers, computer related products and equipment totaling $1,113,663.30, from pre-established universal term contract (UTC), FL004953 (BPCMP01J) & FL004954 (BPCMP02D), with Brown Enterprise Solutions, and Smart Solutions, LLC., expiration date September 30, 2014.
SECTION 3. That the City Auditor is hereby authorized and directed to transfer $300,000.00 in appropriation between object level codes within the Department of Technology, Information Services Fund ( DPU - direct charge budget) as follows:
Transfer from:
Division: 47-01| Fund: 514| Subfund: 550| OCA Code: 514550| OBJ Level 1: 03| OBJ Level 03: 3336| Amount: $18,300.00|{DPU - Electricity}
Division: 47-01| Fund: 514| Subfund: 600| OCA Code: 514600| OBJ Level 1: 03| OBJ Level 03: 3336| Amount: $116,400.00|{(DPU - Water}
Division: 47-01| Fund: 514| Subfund: 650| OCA Code: 514650| OBJ Level 1: 03| OBJ Level 03: 3336| Amount: $130,500.00|{DPU - Sewer & Drains}
Division: 47-01| Fund: 514| Subfund: 675| OCA Code: 514675| OBJ Level 1: 03| OBJ Level 03: 3336| Amount: $34,800.00|{DPU - Stormwater}
Transfer To:
Division: 47-01| Fund: 514| Subfund: 550| OCA Code: 514550| OBJ Level 1: 02| OBJ Level 02: 2193| Amount: $18,300.00|{DPU - Electricity}
Division: 47-01| Fund: 514| Subfund: 600| OCA Code: 514600| OBJ Level 1: 02| OBJ Level 02: 2193| Amount: $116,400.00|{(DPU - Water}
Division: 47-01| Fund: 514| Subfund: 650| OCA Code: 514650| OBJ Level 1: 02| OBJ Level 02: 2193| Amount: $130,500.00|{DPU - Sewer & Drains}
Division: 47-01| Fund: 514| Subfund: 675| OCA Code: 514675| OBJ Level 1: 02| OBJ Level 02: 2193| Amount: $34,800.00|{DPU - Stormwater}
SECTION 4. That the expenditure of $1,113,663.30 or so much thereof as may be necessary is hereby authorized to be expended with Brown Enterprise Solutions and Smart Solutions, LLC from:
(DoT -Finance & Management - GF agencies) - $505,000.00
Division: 47-01| Fund: 430 | OCA Code: 471430| OBJ Level 1: 02| OBJ Level 02: 2193| Amount: $505,000.00
(DoT-Department of Public Utilities ) - $500,000.00
Division: 47-01| Fund: 514| Subfund: 550| OCA Code: 514550| OBJ Level 1: 02| OBJ Level 02: 2193| Amount: $30,500.00|{DPU - Electricity}
Division: 47-01| Fund: 514| Subfund: 600| OCA Code: 514600| OBJ Level 1: 02| OBJ Level 02: 2193| Amount: $194,000.00|{(DPU - Water}
Division: 47-01| Fund: 514| Subfund: 650| OCA Code: 514650| OBJ Level 1: 02| OBJ Level 02: 2193| Amount: $217,500.00|{DPU - Sewer & Drains}
Division: 47-01| Fund: 514| Subfund: 675| OCA Code: 514675| OBJ Level 1: 02| OBJ Level 02: 2193| Amount: $58,000.00|{DPU - Stormwater}
Brown Enterprise Solutions: $108,663.30
Division: 47-02| Fund: 514| Subfund: 001| OCA Code: 472411| OBJ Level 1: 02| OBJ Level 02: 2193| Amount: $25,000.00|{Information Services}
Division: 47-01| Fund: 514| Subfund: 513| OCA Code: 514013| OBJ Level 1: 02| OBJ Level 02: 2193| Amount: $27,820.50|{Fleet Mgmt}
Division: 47-01| Fund: 514| Subfund: 240| OCA Code: 514240| OBJ Level 1: 02| OBJ Level 02: 2193| Amount: $55,842.80|{Building &Zoning Services}
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 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 7. 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.