Explanation
BACKGROUND: This ordinance authorizes the Director of the Department of Finance and Management, on behalf of the Division of Support Services, to establish purchase orders with Advizex Technologies for an Egan Marino Computer (EMC) data storage device and with OnX Enterprise Solutions for five servers for the Computer Aided Dispatching System (CAD). CAD is used to assist in processing calls from the public to the Department of Public Safety's dispatch center (both Police and Fire). The EMC data storage system archives information such as calls for service and data from the Intergraph CAD system, which is required to be stored and maintained per ORC 149.43 for evidentiary and public records requests. Fire and Police agencies are also required to store and maintain this data in order to obtain NFIRS and CALEA accreditation. The additional storage capacity is requested in order to continue to archive data from the CAD system.
The CAD's current servers are five years old and should be replaced. The servers are vital to Fire and Police 911 dispatching operations. This purchase order will utilize existing Universal Term Contracts (UTC) established through the competitive bid process by the Purchasing Office with Advizex Technologies, Contract number FL005296 and OnX Enterprise Solutions, Contract number FL005254.
Contract Compliance: Advizex Technologies Contract Compliance Number # 371504931 - Expires: August 4, 2016
OnX Enterprise Solutions Contract Compliance Number # 271445264 - Expires: February 2, 2017
Emergency Designation: Emergency designation is requested to ensure the continued operation of the CAD System.
FISCAL IMPACT: Funds for this purchase are available within Public Safety's 2015 Capital Improvement Budget. This ordinance will also amend the 2015 Capital Improvement Budget (CIB) and transfer funds between projects in the Safety Bond Fund.
Title
To amend the 2015 Capital Improvement Budget; to authorize the City Auditor to transfer funds between projects within the Department of Public Safety's Bond Fund; to authorize the Director of Finance and Management, on behalf of the Division of Support Services, to establish purchase orders in accordance with the terms and conditions of Universal Term Contracts for the purchase of an EMC storage device with Advizex Technologies and with OnX Enterprise Solutions for servers for the CAD System, to authorize the expenditure of $123,614.50 from Public Safety's Capital Improvement Fund, and to declare an emergency. ($123,614.50)
Body
WHEREAS, it is necessary to amend the 2015 Capital Improvement Budget and transfer cash within projects within the Department of Public Safety's Bond fund; and
WHEREAS, The Division of Support Services is in need of an EMC Storage device, as well as five servers to ensure the continued operation of the CAD System, and
WHEREAS, available carryover funds within Public Safety's Capital Improvement Funds will be used for the purchase of EMC Storage and servers, and
WHEREAS, an emergency exists in the usual daily operation of the Public Safety Department, Division of Support Services, in that it is immediately necessary to expend funds from the Capital Improvement Fund for the purchase the EMC Storage and servers for the CAD System for the Public Safety Department to ensure the continued operation of the CAD system, 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 and Management, on behalf of the Division of Support Services, is hereby authorized and directed to issue a purchase order with Advizex Technologies in the amount of $23,469.00, for the purchase of an EMC Storage device, and a purchase order to OnX Enterprise Solutions in the amount of $100,145.50 for five servers for the CAD System for the Public Safety Department in accordance with the terms and conditions of contract FL005296 and FL005254 respectively.
SECTION 2. That the 2015 Capital Improvement Budget is hereby amended as follows:
FUND 701.
Project/Project#: Sirens 310106-100000 Voted Carryover|Current CIB: $17,415|Revised CIB: $0|Change: ($17,415)
Project/Project#: Professional Arch. Services 310004-100000 Voted Carryover|Current CIB: $111,870|Revised CIB; $0|Change ($111,870)
Project/Project#: Police and Fire Communication Systems 320001-100000|Current CIB: $6,418|Revised CIB: $135,703|Change $129,285
SECTION 3. That the City Auditor is hereby authorized and directed to transfer funds within Safety Voted Bond Fund as follows;
FROM:
Dept/Div. 3001| Fund 701|Project Number 310004-100000|Project Name: Professional Arch. Servs|OCA Code:701004|Object Level One: 06|Amount: $111,869.47
Dept/Div. 3001|Fund 701|Project Number 310106-100000|Project Name: Sirens|OCA Code: 701106|Object Level One: 06|Amount: $17,414.62
TO:
Dept/Div. 3002| Fund 701|Project Number 320001-100000|Project Name: Police and Fire Communication Syst.|OCA Code:642629|Object Level One:06|Amount: $129,284.09
SECTION 4. That the expenditure of $123,614.50, or so much thereof as may be necessary in regard to the action authorized in SECTION 1, be and is hereby authorized and approved as follows:
To Advizex Technologies | Vendor Number 371504931 | Project Number 320001-100000 | OCA Code 642629 | Object Level Three 6644 | Amount $23,469.00.
To OnX Enterprise Solutions | Vendor Number 271445264 | Project Number 320001-100000 | OCA Code 642629 | Object Level Three 6644 | Amount $100,145.50.
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: except that no transfer shall be so made from a project account funded by monies from more than one source.
SECTION 8. That for the reasons stated in the preamble hereto, which is hereby made a part of, this ordinance is hereby declared 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.