Explanation
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 (UTC) Purchase Agreements and State Term Schedules (STS) for the replacement of desktop computers, computer related products, and equipment. These purchases will be made from UTC’s that will be established with the passage of pending ordinances 1933-2018 and 2027-2018. Ordinance 1933-2018 authorizes establishing a UTC with SoftChoice for the purchase of Hewlett Packard Computers and accessories. Ordinance number 2027-2018 authorizes establishing a UTC with Brown Enterprise Solutions LLC and SoftChoice for the purchase of Dell computers and accessories.
Additionally, this ordinance authorizes purchasing computers and accessories off three state term schedules:
STS-033-534486 HP products expires 12/29/18
STS-033/534486-22 CDW Government LLC
STS-033/534486-6 Insight Public Sector, Inc.
STS-033/534486-52 Smart Solutions, Inc.
STS-033/534486-37 SHI International Corp.
STS-033-534109 Dell products expires 11/19/20
STS-033/534109-34 CDW Government LLC
STS-033/534109-30 Insight Public Sector, Inc.
STS-033/534109-43 SHI International Corp.
STS-033/534109-15 Brown Enterprise Solutions LLC
STS-033-534530 Microsoft products expires 11/30/18
STS-033/534530 CDW Government LLC
The desktop computers, printers, servers, and computer related products and equipment being replaced are outdated and/or obsolete.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 also authorizes the amendment of the 2018 capital improvements budget (CIB) and the subsequent appropriation, transfer and expenditure of $700,000.00 within the General Permanent Improvement Fund for the purchase of the above-described computer equipment.
Additional expenditures totaling $170,000.00, also for the purchase of new and replacement computer equipment are also authorized by this ordinance. The total cost of this ordinance is $870,000.00
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. In 2017, $1,050,000.00 for the purchase of new and replacement desktop computers, computer related products, and equipment on behalf of various city agencies was authorized. This year, $700,000.00 was identified in the General Permanent Improvement Fund; another $140,000.00 will come from the Department of Technology’s Direct Charge Budget (and will be billed back to the Utility operating funds [$100,000.00] and Public Service’s Transportation fund [$40,000.00]). Finally the balance comes from the Technology’s internal service fund ($30,000.00), for a total projected expenditure of $870,000.00.
CONTRACT COMPLIANCE
SoftChoice | DAX Vendor Acct. #:022312 | C.C#: 13-3827773 Expiration: 1/16/2020
Brown Enterprise Solutions, LLC | DAX Vendor Acct. #:010668 | C.C#: 90-0353698 Expiration: 1/31/2021
CDW | DAX Vendor Acct. #:007352 | C.C#: 36-4230110 Expiration: 1/31/2020
InSight | DAX Vendor Acct. #:007309 | C.C#: 36-3949000 Expiration: 10/24/2018
Ohio Collaborative Learning Solutions (DBA:Smart Solutions)| DAX Vendor Acct. #:006650 | C.C#: 34-1403269 Expiration: 7/16/2020
SHI | DAX Vendor Acct. #:001671 | C.C#: 22-3009648 Expiration: 2/1/2020
Title
To amend the 2018 capital improvements budget; to appropriate and transfer $700,000.00 in general permanent improvement funds to the Department of Technology; to authorize the Director of Finance and Management to associate all General Budget Reservations resulting from this ordinance with the appropriate Universal Term Contract, pending passage of ordinances 1933-2018 and 2027-2018, with three (3) pending universal term contracts/ purchase agreements with Brown Enterprise Solutions, LLC., SoftChoice, and State Term Contracts with CDW Government, LLC, Insight Public Sector, Inc., Brown Enterprises LLC, Smart Solutions, Inc., and SHI International, for the purchase of new and replacement of desktop computers, computer related products, and equipment; and to authorize the expenditure of $700,000.00 from the general permanent improvement fund and $170,000 from the Department of Technology, Information Services Division, Information Services Operating Fund. ($870,000.00)
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, it is necessary to amend the 2018 Capital Improvements Budget and to authorize the appropriation and transfer of funds within the General Permanent Improvement Fund (GPIF) to accommodate these purchases; and
WHEREAS, it is necessary to amend the 2018 capital improvements budget and appropriate and transfer $700,000 to the general permanent improvement fund; and
WHEREAS, it has become necessary in the usual daily operation of the Department of Technology to authorize the Director of Finance and Management, on the behalf of the Department of Technology and various other city agencies, to associate all General Budget Reservations resulting from this ordinance with the appropriate Universal Term Contracts/ Purchase Agreements, when established by passage of pending ordinances 1933-2018 and 2027-2018 and/or State Term Schedules (STS) for the purchase of new and replacement computers, computer related products 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 2018 Capital Improvement Budget be amended in Fund 7748 as follows:
Project No./Project Name/Current Funding/CIB Amendment/Revised CIB
P748999-100000 Unallocated/GPIF Carryover/$1,992,703/$700,000.00/$1,292,703
P470070-100000 /Equipment Purchase - Computers/$0.00/$700,000.00/$700,000.00
SECTION 2. That the transfer of $700,000.00 or so much thereof as may be needed is hereby authorized between projects within the General Permanent Improvement Fund (GPIF) 7748 as follows: (Please see attachment: 2142-2018 EXP)
FROM:
Dept./Div.: 45-01| Fund 7748 | Sub fund: NA | Object Class: 99| Main Account: 50000 | Program: CW001| Project No. : P748999 -100000 Unallocated |Amount: $700,000.00|
TO:
Dept./Div.: 47-01| Fund 7748 | Sub fund: NA | Object Class: 99 | Main Account: 50000 | Program: CW001| Project No. : P470070-100000 Equipment purchase - Computers |Amount: $700,000.00|
SECTION 3. That the appropriation of $700,000.00 or so much thereof as may be needed is hereby authorized to the General Permanent Improvement Fund (GPIF) 7748 as follows: (Please see attachment: 2142-2018 EXP)
Dept./Div.: 47-01| Fund 7748 | Sub fund: NA | Object Class: 06 | Main Account: 66530 | Program: CW001| Project No. : P470070 -100000 |Amount: $700,000.00|
SECTION 4. 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 Contracts/ Purchase Agreements for the purchase of replacement desktop computers, computer related products, and equipment totaling $870,000.00; with pending UTC purchase agreements with SoftChoice (ordinance 1933-2018) for the purchase of Hewlett Packard Computers and accessories and with Brown Enterprise Solutions LLC and SoftChoice (ordinance 2027-2018) for the purchase of Dell computers and accessories; and with State Term Schedule STS033-534486, expiring 12-29-18, for the purchase of Hewlett Packard products from CDW Government LLC, Insight Public Sector, Inc., Smart Solutions, Inc. and SHI International, Corp; with State Term Schedule STS033-534109, expiring 11-19-20, for the purchase of Dell products from CDW Government LLC, Insight Public Sector, Inc., SHI International, Corp and Brown Enterprises LLC; and with State Term Schedule STS033-534530, expiring 11-30-18, for the purchase of Microsoft products from CDW Government LLC.
SECTION 5. That the expenditure of $870,000.00 or so much thereof as may be necessary is hereby authorized to be expended as follows from: (Please see attachment: 2142-2018 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 - General Fund agencies) General Permanent Improvement Fund - $700,000.00
Dept.: 47 | Div.: 47-01 | Obj Class: 06 | Main Account: 66530 | Fund: 7748 | Sub-fund: NA | Project: P470070-100000 | Program: CW001 | Amount: $700,000.00 | {General Fund Agencies}
(DoT - Public Service Transportation Division) - $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 | {Public Service - Transportation}
(DoT - Public Utilities Department) - $100,000.00
Dept.: 47 | Div.: 47-01 | Obj Class: 02 | Main Account: 62030 | Fund: 5100 | Sub-fund: 510001 | Program: CW001 | Section 3: 470104 | Section 4: IS02 | Amount: $100,000.00 | {Public Utilities}
SECTION 6. That the monies in the foregoing Sections shall be paid upon order of the Director of Technology, 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 7. 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 8. 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 9. 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 10. That this Ordinance shall take effect and be in force from and after the earliest period allowed by law.