Explanation
BACKGROUND: This legislation authorizes the Director of Finance and Management, on behalf of the Department of Public Safety, to establish a purchase order in the amount of $339,923.00 from an existing UTC (FL005296, BPO BPCMP45B) with AdvizeX Technologies for the purchase of secondary data storage for the arbitrator cruiser camera video system in the Division of Police. Contract with AdvizeX expires June 30, 2015. The data storage equipment is needed to replicate large amounts of data and information from the primary storage unit for the Police video application. This additional video storage will assure data integrity in the event of data corruption or hardware failure on the primary storage unit. This additional video storage will provide backup capacity and align Public Safety operations with technology best practices and give a quick recovery path for video operations in the event of a hardware failure.
This ordinance also authorizes an amendment to the 2014 Capital Improvement Budget (CIB) and authorizes the City Auditor to transfer funds between projects within Public Safety's Capital Improvement Funds.
EMERGENCY: Emergency action is requested to ensure that the necessary purchase order for equipment and services is established in a timely manner to eliminate the risk of data recovery failures.
FISCAL IMPACT: This ordinance authorizes an expenditure of $339,923 in the Safety Voted Bond Fund for the purchase of a secondary data storage equipment for the arbitrator cruiser camera video system, software and services from Advizex Technologies. An amendment to the CIB and the transfer of funds within Safety's Capital Improvement Funds are necessary to complete this transaction.
CONTRACT COMPLIANCE NUMBERS:
Vendor Name: AdvizeX Technologies F.I.D.#/CC#: 37-1504931 Expiration Date: 08/04/2016
Title
To amend the 2014 Capital Improvement Budget; to authorize the transfer of $339,923 between projects within Public Safety's Capital Improvement Funds; to authorize the Director of the Department of Finance and Management, on behalf of the Department of Public Safety, to establish a purchase order with AdvizeX Technologies, from a pre-existing Universal Term Contract (UTC), for the purchase of secondary data storage equipment for the arbitrator cruiser camera video system; to authorize the expenditure of $339,923.00 from the Safety Capital Improvement Funds; and to declare an emergency ($339,923.00)
Body
WHEREAS, it is necessary to to amend the 2014 Capital Improvement Budget and transfer funds between projects in the Public Safety's Capital Improvement Funds; and
WHEREAS, data storage equipment is needed to replicate large amounts of data and information from the primary storage unit for the Division of Police arbitrator cruiser camera video system; and
WHEREAS, data replication will assure that data integrity is intact in the event of a data corruption or hardware failure on the primary storage unit; and
WHEREAS, it is necessary for the Finance and Management Director to issue a purchase order for the purchase of the data storage equipment and all necessary software and services needed; and
WHEREAS, this purchase order will be authorized using a pre-existing Universal Term Contract (UTC) established through the competitive bid process by the purchasing office with AdvizeX Technologies, UTC (FL005296, BPO BPCMP45B), which expires June 30, 2015; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Public Safety, in that it is immediately necessary for the Director of the Finance and Management Department to establish a purchase order with the
AdvizeX Technologies in order to provide additional storage for the arbitrator cruiser camera video system, for the immediate 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 Public Safety's 2014 Capital Improvement Budget be amended in Fund 701 as follows:
Project Name Project Number Current Authority Revised Authority Difference.
Safety Cameras 310003-100000 $1,400,000 $1,060,077 ($339,923)
(Voted 2013 Debt)
Police Equipment 330036-100000 $0 $339,923 $339,923
SECTION 2: That the City Auditor is hereby authorized to transfer monies within Public Safety's Capital Improvement Funds as follows:
FROM: Fund 701|Project Name: Surveillance Cameras|Project #: 310003-100000|OCA Code: 701003|Amount; $339,923
TO: Fund 701|Project Name: Police Equipment|Project #: 330036-100000|OCA Code: 701036|Amount; $339,923
SECTION 3: That the Director of the Department of Finance and Management, on behalf of the Department of Public Safety, is hereby authorized and directed to establish a purchase order with AdvizeX Technologies/FL005296, BPCMP45B/Expiration date: 6/30/15; from a pre-existing Universal Term Contract (UTC), for the purchase of various equipment (hardware, software, installation and support services), in the amount of $339,923.00.
SECTION 4: That the expenditure of $339,923.00, or so much thereof as may be necessary, is hereby authorized to be expended from:
Dept./Div. 30-03| Fund 701|Project Number: 330036-100000| Project Name: Police Equipment|OCA Code: 701036| Obj. Level 1: 06|Obj. Level 3: 6655| Amount: $339,923.00
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 ten days after passage if the Mayor neither approves nor vetoes the same.