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 pre-established universal term contracts (UTC's), with Brown Enterprise Solutions, LLC./PA000381(BPCMP01K)/Dell Computers, Brown Enterprise Solutions, LLC./PA000382 (BPCMP44A)/Lenovo Computers and Smart Solutions, LLC./PA000383 (BPCMP02E)/HP Computers, expiration date April 30, 2017 and with Insight Public Sector, Inc., from a state term schedule (STS), STS-033/534242 with expiration date of 06/30/2017, authorized for the City's use by ordinance No. 582-87. This ordinance will also authorize the Director of Finance and Management to establish purchase orders for computers and computer related products and equipment on future "to be determined vendors/contracts" to be bid and awarded that are not known at this time.
The desktop computers, printers, servers and computer related products and equipment being replaced are outdated and/or obsolete.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 $500,000.00 within the Special Income Tax Fund for the purchase of new and replacement computer equipment. The total amount of funding being requested via this ordinance/legislation is $1,035,000.00.
EMERGENCY:
Emergency action is requested to expedite authorization of this contract in order to initiate services from the supplier at the prices proposed.
FISCAL IMPACT:
In 2015 the department legislated $874,276.50 (via Ord#1657-2015, passed July 27,2015) and $101,782.61 (via Ord#2609-2015, passed November 23,2015 for computer equipment purchases. This ordinance will authorize the expenditure of $1,035,000.00 for the purchase of new and replacement desktop computers, computer related products and equipment, on behalf of various city agencies. Funds are identified and available in the Department of Technology, Information Services Operating Fund ($500,000.00), the Information Services Division ($35,000.00), and the Special Income Tax Fund ($500,000.00) for a total amount of $1,035,000.00.
CONTRACT COMPLIANCE:
Vendor: Brown Enterprise Solutions, LLC (BPCMP01K/FL005969/PA000381-Dell Computers) | DAX Vendor Acct.#:010668| F.I.D#/C.C#: 90-0353698 Expiration: 1/31/2018
Vendor: Brown Enterprise Solutions, LLC (BPCMP44A/FL005970/PA000382 -Lenovo Computers) | DAX Vendor Acct.#:010668| F.I.D#/C.C#: 90-0353698 Expiration: 1/31/2018
Vendor: Smart Solutions, LLC (BPCMP02E/FL005989/PA000383 -HP Computers) | DAX Vendor Acct.#:006650 | F.I.D#/C.C#: 34-1403269 Expiration: 7/24/2017
Vendor: Insight Public Sector, Inc. (STS-033/534242) | DAX Vendor Acct.#:007309 | F.I.D#/C.C#: 36-3949000 Expiration: 10/07/2016
Title
To appropriate $500,000.00 within the Special Income Tax 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 new and replacement desktop computers, computer related products and equipment from three (3) pre-established universal term contracts (UTC's) with Brown Enterprise Solutions, LLC. and Smart Solutions, LLC, from a state term schedule (STS) with Insight Public Sector, Inc. and from any future to be determined vendors/contracts to be bid and awarded that are not known at this time; and to authorize the expenditure of $535,000.00 from the Department of Technology, Information Services Division, Information Services Operating Fund and $500,000.00 from the Special Income Tax Fund, and to declare an emergency. ($1,035,000.00)
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, funds totaling $500,000.00 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 Director of Finance and Management to establish purchase orders, on behalf of the Department of Technology and various city agencies, for the purchase of new and replacement computers, computer related products and equipment utilizing three (3) pre-established universal term contracts (UTC's) with Brown Enterprise Solutions, LLC./FL005969/PA000381 (BPCMP01K)/Dell Computers, Brown Enterprise Solutions, LLC./FL005970/PA000382 (BPCMP44A)/Lenovo Computers and Smart Solutions, LLC./FL005989/PA000383 (BPCMP02E)/HP Computers, expiration date April 30, 2017, a state term schedule- STS-033/534242 with Insight Public Sector, Inc. expiration date June 30, 2017, authorized for the City's use by ordinance No. 582-87 and from any future to be determined vendors/contracts to be bid and awarded that are not known at this time in the amount of $1,035,000.00; and
WHEREAS, an emergency exists in the usual daily operations of the City of Columbus, Department of Technology, in that it is immediately necessary 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 three (3) pre-established universal term contracts (UTC's) with Brown Enterprise Solutions, LLC., and Smart Solutions LLC, and one state term schedule (STS) with Insight Public Sector, Incand from any future to be determined vendors/contracts to be bid and awarded that are not known at this time, 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 sum of $500,000.00 be and hereby is appropriated from the unappropriated balance of Fund 4430, Sub-Fund 443001 in 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, 2016, to Department 47-01, Department of Technology, Object Class Code 02, Main Account Code 62030 and Program code: CW0001.
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 $1,035,000.00, from three (3) pre-established universal term contracts (UTC's) with Brown Enterprise Solutions, LLC./FL005969/PA000381 (BPCMP01K)/Dell Computers, Brown Enterprise Solutions, LLC./FL005970/PA000382 (BPCMP44A)/Lenovo Computers and Smart Solutions, LLC./FL005989/PA000383 (BPCMP02E)/HP Computers, expiration date April 30, 2017; from a state term schedule- STS-033/534242 with Insight Public Sector Inc. expiration date June 30, 2017, and from any future to be determined vendors/contracts to be bid and awarded that are not known at this time.
SECTION 3. That the expenditure of $1,035,000.00 or so much thereof as may be necessary is hereby authorized to be expended as follows from: (Please see attachment: 1446-2016 EXP)
(DoT -Information Services Division - $35,000.00
Dept.: 47| Div.: 47-02|Obj Class: 02 |Main Account: 62030|Fund: 5100|Sub-fund: 510001|Program: IT007 |Section 3: 470201|Section 4: IT02|Section 5: IT0201|Amount: $35,000.00|{Information Services}
(DoT -- GF agencies) - $500,000.00 (SIT) Special Income Tax Fund
Dept.: 47| Div.: 47-01|Obj Class: 02 |Main Account: 62030| Fund: 4430|Sub-fund: 443001| Program: CW001 ||Amount: $500,000.00|{GF agencies}
(DoT-Departments/Divsions: -(BZS- $110,000.00/(HR-Risk Mgmt.-$20,000.00/DPS:Trans Infrastructure-$45,000.00/ Public Utilities - $325,000.00
Dept.: 47| Div.: 47-01|Obj Class: 02 |Main Account: 62030| Fund: 5100|Sub-fund: 510001| Program: CW001 |Section 3: 470104| Section 4: IS02|Section 5: IT1303|Amount: $110,000.00|{Building and Zoning}
Dept.: 47| Div.: 47-01|Obj Class: 02 |Main Account: 62030| Fund: 5100|Sub-fund: 510001| Program: CW001 |Section 3: 470104| Section 4: IS02|Section 5: IT1313|Amount: $20,000.00|{Risk Management}
Dept.: 47| Div.: 47-01|Obj Class: 02 |Main Account: 62030| Fund: 5100|Sub-fund: 510001| Program: CW001 |Section 3: 470104| Section 4: IS02|Section 5: IT1316|Amount: $45,000.00|{DPS-Trans Infras.}
Dept.: 47| Div.: 47-01|Obj Class: 02 |Main Account: 62030| Fund: 5100|Sub-fund: 510001| Program: CW001 |Section 3: 470104| Section 4: IS02|Section 5: IT1308|Amount: $19,825.00|{Electricity}
Dept.: 47| Div.: 47-01|Obj Class: 02 |Main Account: 62030| Fund: 5100|Sub-fund: 510001| Program: CW001 |Section 3: 470104| Section 4: IS02|Section 5: IT1309|Amount: $126,100.00|{Water}
Dept.: 47| Div.: 47-01|Obj Class: 02 |Main Account: 62030| Fund: 5100|Sub-fund: 510001| Program: CW001 |Section 3: 470104| Section 4: IS02|Section 5: IT1310|Amount: $141,375.00|{Sewer}
Dept.: 47| Div.: 47-01|Obj Class: 02 |Main Account: 62030| Fund: 5100|Sub-fund: 510001| Program: CW001 |Section 3: 470104| Section 4: IS02|Section 5: IT1311|Amount: $37,700.00|{Storm Sewer}
SECTION 4. 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 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 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.