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 Purchase Agreement (PA) and State Term Schedules (STS) for the replacement of desktop computers, computer related products, and equipment.
Ordinance 2027-2018 authorized establishing PA003347 with Brown Enterprise Solutions, LLC and PA003354 with SoftChoice, LLC, for the purchase of Dell and HP computers and accessories, respectively. Both contracts will expire on April 30, 2020, with an option to renew for one additional year
Additionally, this ordinance authorizes purchasing computers and accessories off state term schedules STS-033-534363 with Synnex Corporation for the purchase of Microsoft and Fujitsu Computers. This schedule expires on November 28, 2019. The Department of Technology will reach out to at least three dealers of the above-named state term contract for quotes prior to processing any purchase requisition and/or purchase order.
Passage of this ordinance will authorize purchasing Dell, HP and Microsoft and Fujitsu computers and accessories off these agreements and contracts for the Department of Technology and various other city agencies.
The computers and related peripherals being replaced are outdated and/or obsolete and are vital to the daily operations of the City of Columbus. Replacement of these computers and peripherals 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 $630,000.00 within the General Permanent Improvement Fund for the purchase of the above-described computer equipment.
Additional expenditures totaling $605,000.00, also for the purchase of new and replacement computer equipment are also authorized by this ordinance. The total cost of this ordinance is $1,235,000.00.
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. In 2018, the department legislated $870,000.00 for the purchase of new and replacement desktop computers and related items. This year, $630,000.00 was identified in the General Permanent Improvement Fund; another $575,000.00 will come from the Department of Technology’s Direct Charge Budget (and will be billed back to the Utility operating funds [$300,000.00] and miscellaneous other funds [$275,000.00]). Finally the balance comes from the Technology’s internal service fund ($30,000.00), for a total projected expenditure of $1,235,000.00.
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
Title
To amend the 2018 capital improvements budget; to appropriate and transfer $630,000.00 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/purchase agreements with Brown Enterprise Solutions, LLC., SoftChoice, LLC, and with the State Term Contract with Synnex Corporation for the purchase of new and replacement of computers and related peripherals; to authorize the expenditure of $630,000.00 from the general permanent improvement fund and $605,000.00 from the Department of Technology, Information Services Division, Information Services Operating Fund. ($1,235,000.00)
Body
WHEREAS, select computers and related peripherals 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 $630,000 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, as authorized by ordinance 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:
P748999-100000 Unallocated/GPIF Carryover/$845,656/$630,000/$215,656
P470070-100000 /Equipment Purchase - Computers/$700,000/$630,000/$1,330,000.00
SECTION 2. That the transfer of $630,000.00 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: 0995-2019EXP)
FROM: Dept./Div.: 45-01| Fund 7748 | Sub fund: NA | Object Class: 99| Main Account: 50000 | Program: CW001| Project No. : P748999 -100000 Unallocated |Amount: $630,000.00|
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: $630,000.00|
SECTION 3. That the appropriation of $630,000.00 or so much thereof as may be needed is hereby authorized to the General Permanent Improvement Fund (GPIF) 7748 as follows: (Please see attachment: 0995-2019EXP)
Dept./Div.: 47-01| Fund 7748 | Sub fund: NA | Object Class: 06 | Main Account: 66530 | Program:
CW001| Project No. : P470070 -100000 |Amount: $630,000.00|
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 Dell and HP computers and accessories, totaling $1,235,000.00; from UTC purchase agreements, as authorized by ordinance 2027-2018, with Brown Enterprise Solutions, LLC and SoftChoice, LLC; and with State Term Schedule STS 033/534363 with Synnex Corporation, expiring 11-28-19, for the purchase of Microsoft and Fujitsu computers; and that the Department of Technology will reach out to at least three dealers of the above-named state term contract for quotes prior to processing any purchase requisition and/or purchase order.
SECTION 5. That the expenditure of $1,235,000.00 or so much thereof as may be necessary is hereby authorized to be expended as follows from: (Please see attachment: 0995-2019EXP)
(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 | Amount: $30,000.00 |Information Services
(DoT - General Fund agencies) - General Permanent Improvement Fund - $630,000.00
Dept.: 47 | Div.: 47-01 | Obj Class: 06 | Main Account: 66530 | Fund: 7748 | Sub-fund: NA | Project: P470070-100000 |Procurement Category: Information Technology Broadcasting and Telecommunications| Program: CW001 | Amount: $630,000.00 | {General Fund Agencies}
(DoT - Other Fund Agencies) - Various Funds - $575,000.00
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}
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: $40,000.00 | {Fleet}
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: $15,000.00 | {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: IT1315 | Amount: $40,000.00 | {Design Construction}
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 | {Infrastructure}
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: $300,000.00 | {DPU}
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.