Explanation
BACKGROUND:
Need: There is a need within the Public Safety Department, Fire Division to replace it's out of date Self-Contained Breathing Apparatus (SCBA) equipment originally purchased in 2003. This equipment provides firefighters with a constant source of breathable air necessary when fighting fires and responding to emergency incidents. This legislation will authorize and direct the City Auditor to transfer $4,126,480.90 from the Special Income Tax Fund to the Fire Safety Voted Bond Fund as a temporary funding measure, and will authorize and direct the Finance and Management Director to issue a purchase order for Self-Contained Breathing Apparatus (SCBA) and Supplied Air Respirators (SAR) for the Division of Fire from the existing universal term contract established by the City of Columbus Purchasing Office for that purpose.
Included in this ordinance is the purchase of Panasonic Toughbooks that will utilize Scott Safety Imperium software provided with the SCBA purchase to serve as mobile workstations that will provide real time incident accountability and air use management that will improve fireground safety; this ordinance will authorize and direct the Finance and Management Director to issue a purchase order to Insight Public Sector in the amount of $64,542.60 for the purchase of said Panasonic Toughbooks from an existing Cooperative State of Ohio Term Schedule Contract established for such purpose by the State of Ohio Department of Administrative Services Purchasing Office.
Bid Information: A City of Columbus Purchasing Office universal term exists with Scott Safety 52-1297376 for the purchase of Self-Contained Breathing Apparatus (SCBA) and Supplied Air Respirators (SAR); a State of Ohio Term Schedule Contract exists with Insight Public Sector 36-3949000 for the purchase of (State Term Schedule STS033 /OAKS Contract No. 534242). These companies are not debarred according to the Excluded Party Listing System of the Federal Government or prohibited from being awarded a contract according to the Auditor of State Unresolved Findings for Recovery Certified Search.
Emergency Designation: Emergency action is requested as funds are needed immediately to purchase said SCBA and SAR for the Division of Fire and replace the current compliment of gear purchased in 2003.
FISCAL IMPACT:
Budgeted Amount: Unencumbered cash will be available upon transfer from the Special Income Tax to the Fire Division's Safety Voted Bond Fund for this purchase. This transfer is a temporary funding method; the City will sell notes or bonds to fund this project and will reimburse the Special Income Tax Fund.
Title
To authorize and direct the City Auditor to transfer $4,126,480.90 from the Special Income Tax Fund to the Fire Safety Bond Fund; to authorize the appropriation of said funds; to authorize and direct the Finance and Management Director to issue a purchase order to Scott Safety in the amount of $4,061,938.30 for the purchase of Self-Contained Breathing Apparatus (SCBA) and Supplied Air Respirators (SAR) for the Division of Fire; to authorize and direct the Finance and Management Director to issue a purchase order to Insight Public Sector in the amount of $64,542.60 for the purchase of Panasonic Toughbooks; to authorize the expenditure of $4,126,480.90 from the Safety Voted Bond Fund; and to declare an emergency. ($4,126,480.90)
Body
WHEREAS, a need exists within the Fire Division to purchase Self-Contained Breathing Apparatus (SCBA) and Supplied Air Respirators (SAR) from Scott Safety from an existing City of Columbus Universal Term Contract from the Division of Fire's Safety Voted Bond Fund; and
WHEREAS, a need exists within the Fire Division to purchase Panasonic Toughbooks from Insight Public Sector from an existing Cooperative State of Ohio Term Schedule Contract, as per Ordinance No. 582-87, from the Division of Fire's Safety Voted Bond Fund; and
WHEREAS, a transfer of funds from the Special Income Fund is necessary to fund this purchase; and
WHEREAS, the City will sell notes or bonds to fund this project and will reimburse the Special Income Tax Fund; and
WHEREAS, this transfer should be considered as a temporary funding method; and
WHEREAS, the City anticipates incurring certain Original Expenditures (as defined in Section 1.150-2(c) of the Treasury Regulations (the "Treasury Regulations") promulgated pursuant to the Internal Revenue Code of 1986, as amended) with respect to the project described in this ordinance (the "Project"); and
WHEREAS, the aggregate principal amount of obligations which the City will issue to finance this purchase is presently expected not to exceed $4,126,480.90; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Public Safety in that it is immediately necessary to authorize these purchases and transfer said funds from the Special Income Tax Fund into the Fire's Safety Voted Bond Fund to purchase said equipment, 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 the sum of $4,126,480.90 be and is hereby appropriated from the unappropriated balance of the Special Income Tax Fund, Fund 4430, 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 the City Auditor, Department 2201, Object Class 10 Transfer Out Operating.
Section 2. That the City Auditor is hereby authorized to transfer said funds to the Fire Safety voted Bond Fund at such time as is deemed necessary by the City Auditor, and to expend said funds, or so much thereof as may be necessary.
Section 3. That the monies appropriated in the foregoing Section 2 shall be paid upon order of the Director of Public Safety 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 4. That the transfer of $4,126,480.90 or so much thereof as may be needed, is hereby authorized between the Special Income Tax Fund 4430, and the Safety Capital Improvement Funds, Fund 7701 per the account codes in the attachment to this ordinance.
Section 5. That the Finance and Management Director is hereby authorized and directed to issue a purchase order to Scott Safety in the amount of $4,061,938.30 for the purchaes of Self-Contained Breathing Apparatus (SCBA) and Supplied Air Respirators (SAR) for the Division of Fire from the existing universal term contract established for that purpose.
Section 6. That the Finance and Management Director is hereby authorized and directed to issue a purchase order to Insight Public Sector in the amount of $64,542.60 for the purchase of Panasonic Toughbooks from an existing Cooperative State of Ohio Term Schedule Contract established for such purpose by the State of Ohio Department of Administrative Services Purchasing Office.
Section 7. That upon obtaining other funds for this project for the Department of Public Safety, the City Auditor is hereby authorized and directed to repay the Special Income Tax Fund the amount transferred under Section 3, above, and said funds are hereby deemed appropriated for such purpose.
Section 8. That the City Auditor is authorized to establish proper accounting project numbers, and to make any accounting changes to revise the funding source for any contract or contract modification associated with the expenditure of funds transferred in Section 1 and 2, above.
Section 9. That the City intends that this ordinance constitute an "official intent" for purposes of Section 1.150-2(e) of the Treasury Regulations, and that the City reasonably expects to reimburse itself for certain Original Expenditures incurred with respect to the Project from the proceeds of obligations to be issued by the City in a principal amount currently estimated to be $4,126,480.90 (the "Obligations").
The City intends to make a reimbursement allocation on its books for the Original Expenditures not later than eighteen months following the later to occur of the date of the Original Expenditure to be reimbursed or the date the Project for which such Original Expenditures were made is "placed in service" within the meaning of the Treasury Regulations Section 1.150-2(c). Upon the issuance of the Obligations, the proceeds of such Obligations shall be used to reimburse the fund from which the advance for costs of the Project will be made.
Section 10. 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 11. All funds necessary to carryout the purpose of this ordinance are hereby deemed appropriated, and the City Auditor shall establish such accounting codes as necessary.
Section 12. That for the reasons stated in the preamble hereto, which is hereby made a part hereof, 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.