Explanation
BACKGROUND:
This legislation authorizes the Director of Finance and Management for the Department of Technology (DoT), on behalf of the Department of Public Safety, Division of Police to establish a purchase order for the purchase of forty (40) Fujitsu brand laptop computers, related accessories, and services from bid solicitation (RFQ003794). The total cost of this equipment purchase is not to exceed $100,000.00.
The Department of Technology, on behalf of the Department of Public Safety, Division of Police in cooperation with the Department of Finance and Management is procuring this request through a formal competitive bid process in accordance with Chapter 329 of the Columbus City Code, pursuant to Solicitation RGQ003794, to be awarded to the lowest, responsive, responsible and best bidder. Bids are not anticipated to be opened until December 1, 2016, therefore the Department of Technology requests that this ordinance establish a budget reservation so that funding can be established prior to the Auditor's office year end closing without a named vendor until the bids have been opened, evaluated, and an award made.
FISCAL IMPACT: This ordinance authorizes the expenditure of to $100,000.00 for the purchase of Fujitsu brand laptop computers, related accessories, and services from bid solicitation (RFQ003794) for the Department of Public Safety, Division of Police. Funds have been identified and are budgeted within the Department of Technology, Information Services Operating fund.
EMERGENCY: Emergency action is requested to expedite authorization of this action.
Title
To authorize the Director of Finance and Management for the Department of Technology (DoT), on behalf of the Department of Public Safety, Division of Police, to enter into contract and establish a purchase order with the successful respondent to bid solicitation RFQ003794 opening December 1, 2016, for the purchase of Fujitsu brand laptop computers, related accessories, and services; to authorize the expenditure of $100,000.00 from the Department of Technology, Information Services Operating fund; and to declare an emergency. ($100,000.00)
Body
WHEREAS, it is necessary to authorize the Director of Finance and Management for the Department of Technology (DoT), on behalf of the Department of Public Safety, Division of Police, to establish a purchase order for the purchase of forty (40) Fujitsu brand laptop computers, related accessories and services from bid solicitation (RFQ003794). The total cost of this equipment purchase is not to exceed $100,000.00; and
WHEREAS, there is currently a formal competitive bid in process issued through the Purchasing Office as Solicitation RFQ003794, with a bid opening date of December 1, 2016; and,
WHEREAS, upon the bid opening and evaluation of bids, a recommended vendor with the lowest, and best bid will be awarded the bid to procure Fujitsu laptops and related equipment and services; and,
WHEREAS, this equipment is necessary to be to installed into the Division of Police vehicles; and;
WHEREAS, an emergency exists in the usual daily operation of the Department of Public Safety, Division of Police, in that it is immediately necessary to authorize the Finance and Management Director to enter into contract for Fujitsu brand laptop computers, related accessories, and services for the Department of Technology (DoT), on behalf of the Department of Public Safety, as soon as bids from solicitation (RFQ003794) are opened, evaluated, and an awarded vendor named, 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 Finance and Management Director is hereby authorized to enter into contract and establish a purchase order for the Department of Technology (DoT), on behalf of the Department of Public Safety, Division of Police, for the purchase of forty (40) Fujitsu brand laptop computers, related accessories, and services from bid solicitation (RFQ003794) and a budget reservation be established not to exceed $100,000.00 for this purpose.
SECTION 2. That the expenditure of $100,000.00 or so much thereof as may be necessary is hereby authorized to be expended as follows from (Please see attached 3000-2016 EXP):
Dept.: 47| Div.: 47-01|Obj Class: 02 |Main Account: 62030| Fund: 5100|Sub-fund: 510001|Program:CW001Section 3:470104| Section 4:IS01|Section 5: IT1215Amount: $85,000.00
Dept.: 47| Div.: 47-01|Obj Class: 03 |Main Account: 63040| Fund: 5100|Sub-fund: 510001|Program:CW001|Section 3:470104| Section 4:IS01|Section 5: IT1215| Amount: $15,000.00
SECTION 3: That the City Auditor is authorized to make any accounting changes necessary to revise the funding source for any contracts or contract modifications associated with this ordinance.
SECTION 4: 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 5: 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.