Explanation
BACKGROUND:
This legislation authorizes the Director of Finance and Management on behalf of the Department of Technology (DoT) and various city agencies to associate all General Budget Reservations resulting from this ordinance with the appropriate Universal Term Contract Purchase Agreement and State Term Schedule (STS) for the replacement of 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 and Smart Solutions, LLC./PA000383 (BPCMP02E)/HP Computers, expiration date April 30, 2018, and also from two state term schedules (STS's): Insight Public Sector, Inc., STS-033/534242/Microsoft Computers with expiration date of 06/30/2017, and CDW Government LLC, STS-033/534530/Microsoft and Fujitsu Computers with expiration date of 11/30/2018, both authorized for the City's use by ordinance No. 582-87. This ordinance will also authorize the Director of Finance and Management to associate all General Budget Reservations resulting from this ordinance with the appropriate vendor/contracts for computers, computer related products, and equipment on future "to be determined vendors/contracts" to be bid and awarded that are not known at this time. If the Insight Public Sector, Inc. State Term contract is extended beyond the 6/30/17 date, this ordinance authorizes the Director of Finance and Management on behalf of the Department of Technology (DoT) and various city agencies to associate all General Budget Reservations resulting from this ordinance with the appropriate State Term Schedule (STS) to use on the contract extension.
The desktop computers, printers, servers, and computer related products and equipment being replaced are outdated and/or obsolete.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 $1,050,000.00.
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. In 2016, the department legislated $1,035,000.00 (via Ord. #1446-2016, passed July 11, 2016) for similar purchases. This ordinance will authorize the expenditure of $1,050,000.00 for the purchase of new and replacement desktop computers, computer related products, and equipment on behalf of various city agencies. Funds have been identified and are available in the Department of Technology Information Services Operating Fund ($550,000.00) and the Special Income Tax Fund ($500,000.00) for a total of $1,050,000.00.
CONTRACT COMPLIANCE:
Vendor: Brown Enterprise Solutions, LLC | DAX Vendor Acct. #:010668 | F.I.D#/C.C#: 90-0353698 Expiration: 1/31/2018
Vendor: Smart Solutions, LLC | DAX Vendor Acct. #:006650 | F.I.D#/C.C#: 34-1403269 Expiration: 7/24/2017
Vendor: Insight Public Sector, Inc. | DAX Vendor Acct. #:007309 | F.I.D# / C.C#: 36-3949000 Expiration: 10/24/2018
Vendor: CDW Government, LLC. | DAX Vendor Acct. #: 007352| F.I.D# / C.C#: 36-4230110 Expiration: 05/10/2019
Title
To appropriate $500,000.00 within the Special Income Tax Fund; to authorize the Director of Finance and Management on behalf of the Department of Technology and various city agencies to associate all General Budget Reservations resulting from this ordinance with the appropriate Universal Term Contract Purchase Agreement and State Term Schedule (STS) for the purchase of new and replacement of desktop computers, computer related products, and equipment from two (2) pre-established universal term contracts (UTC's) with Brown Enterprise Solutions, LLC. and Smart Solutions, LLC, from state term schedules (STS's) with Insight Public Sector, Inc. and CDW Government, LLC, and from any future to be determined vendors/contracts to be bid and awarded that are not known at this time; to authorize the expenditure of $550,000.00 from the Department of Technology, Information Services Division, Information Services Operating Fund; and to authorize the expenditure of $500,000.00 from the Special Income Tax Fund. ($1,050,000.00)
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 on behalf of the Department of Technology and various city agencies to associate all General Budget Reservations resulting from this ordinance with the appropriate Universal Term Contract Purchase Agreement and State Term Schedule (STS) for the purchase of new and replacement computers, computer related products and equipment utilizing two (2) pre-established universal term contracts (UTC's) with Brown Enterprise Solutions, LLC./FL005969/PA000381 (BPCMP01K)/Dell Computers and Smart Solutions, LLC./FL005989/PA000383 (BPCMP02E)/HP Computers, expiration date April 30, 2018, a state term schedule- STS-033/534242/Microsoft Computers with Insight Public Sector, Inc. expiration date June 30, 2017 and STS-033/534530/Microsoft and Fujitsu Computers with CDW Government, expiration date 11/30/2018 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 $1,050,000.00; and
WHEREAS, it is necessary for the Director of Finance and Management on behalf of the Department of Technology and various city agencies to associate all General Budget Reservations resulting from this ordinance with the appropriate Universal Term Contract Purchase Agreement and State Term Schedule (STS) for the purchase of replacement computers, computer related products, and equipment from two (2) pre-established universal term contracts (UTC's) with Brown Enterprise Solutions, LLC., and Smart Solutions LLC, two state term schedules (STS) with Insight Public Sector, Inc. and CDW Government LLC, and 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, 2017.
SECTION 2. That the Director of Finance and Management is hereby authorized on behalf of the Department of Technology and various city agencies to associate all General Budget Reservations resulting from this ordinance with the appropriate Universal Term Contract Purchase Agreement and State Term Schedule (STS) for the purchase of replacement desktop computers, computer related products, and equipment totaling $1,050,000.00, from two (2) pre-established universal term contracts (UTC's) with Brown Enterprise Solutions, LLC./FL005969/PA000381 (BPCMP01K)/Dell Computers and Smart Solutions, LLC./FL005989/PA000383 (BPCMP02E)/HP Computers, expiration date April 30, 2018; from a state term schedule- STS-033/534242/Microsoft Computers with Insight Public Sector Inc., expiration date June 30, 2017, from a second state term schedule- STS-033/534530/ Microsoft and Fujitsu Computers with CDW Government LLC, expiration date 11/30/2018, and from any future to be determined vendors/contracts to be bid and awarded that are not known at this time. If the Insight Public Sector, Inc. State Term contract is extended beyond the 6/30/17 date, this ordinance authorizes the Director of Finance and Management on behalf of the Department of Technology (DoT) and various city agencies to associate all General Budget Reservations resulting from this ordinance with the appropriate State Term Schedule (STS) to use on the contract extension.
SECTION 3. That the expenditure of $1,050,000.00 or so much thereof as may be necessary is hereby authorized to be expended as follows from: (Please see attachment: 1347-2017 EXP)
(DoT -Information Services Division - $30,000.00
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: $30,000.00 | {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/Divisions: - BZS- $120,000.00
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: $120,000.00 | {Building and Zoning}
(DoT-Departments/Divisions: - Fleet - $50,000.00
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: IT1307 | Amount: $50,000.00 | {Fleet}
(DoT-Departments/Divisions: - DPU - $250,000.00
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: IT1308 | Amount: $15,250.00 | {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: $97,000.00 | {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: $108,750.00 | {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: $29,000.00 | {Storm Sewer}
(DoT-Departments/Divisions: - Design and Construction - $40,000.00
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: IT1315 | Amount: $40,000.00 | {Design and Construction}
(DoT-Departments/Divisions: - DPS-Trans. Infrastructure - $60,000.00
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: IT1316 | Amount: $60,000.00 | {DPS-Trans Infras.}
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 this Ordinance shall take effect and be in force from and after the earliest period allowed by law.