Explanation
BACKGROUND: The Division of Police needs to purchase one hundred seventy six (176) T939 Lifebooks with warranties and three hundred fifty three (353) custom made retro fit mounts. The Division of Police needs the Lifebooks and mounts to replace the current computers and mounts in its cruiser fleet because the computers are at end of life and the models are obsolete. Furthermore, the current computers currently use Windows 7, for which support will no longer be available as of January 1, 2020, and are not compatible with Windows 10. There is a need to use the most current Windows software in order to receive security patches and remain compliant with Criminal Justice Information Services (CJIS). The Lifebooks and warranties are available to purchase from the State Term Contract, Index Number STS-033 and Contract Number 534363. The vendor on the State Term Schedule Contract is Upstate Wholesale Supply, DBA Brite. This vendor is also the sole source provider for the custom made retro fit mounts and will need to be purchased in accordance with the provisions of 329 (Sole Source) of the Columbus City Code. The cost for the Lifebooks and warranties is $391,072.00, and the cost of the retro fit mounts is $84,014.00 for a total of $475,086.00. Funds need to be transferred within the General Fund budget of the Department of Public Safety, from Object Class (01) and Object Class (03), to Object Class (02) in order to purchase the Lifebooks and custom made retro fit mounts per the accounting codes in the attachment to this ordinance.
Bid Information: The State of Ohio established a State Term Schedule Contract, Index No. STS-033 and Contract No.534363 which expires on 11/28/2019 and is an Ohio DAS Cooperative Purchasing contract. City Ordinance #582-87 authorizes its use by City agencies. This contract is with Synnex Corporation. Upstate Wholesale Supply, DBA Brite, is a vendor on the State Term Schedule Contract and is the sole source provider of the retro fit mounts that are manufactured by Lund Industries Inc. Therefore, the purchase of the custom made retro fit mounts shall be awarded in accordance with the provisions of Section 329 (Sole Source) of the Columbus City Code.
This company is not debarred according to the Federal Excluded Parties List System or prohibited from being awarded a contract according to the Auditor of State unresolved findings for recovery certified search.
Contract Compliance No: CC000826 expires 11/02/2020
Emergency Designation: Emergency legislation is needed to ensure that the cruisers have functioning computers for officer safety and efficiency.
FISCAL IMPACT: This ordinance authorizes the transfer and expenditure of funds within the Department of Public Safety's general fund budget in the amount of $475,086.00 for the purchase of one hundred seventy six (176) T939 Lifebooks with warranties, and three hundred fifty three (353) custom made retro fit mounts.
Title
To authorize the transfer of funds within the Department of Public Safety's general fund budget; to authorize the Finance and Management Director to enter into contract with Upstate Wholesale Supply DBA Brite for T939 Lifebooks and warranties in accordance with the terms of the State of Ohio DAS Cooperative Purchasing contract; to authorize the Finance and Management Director to enter into contract with Upstate Wholesale Supply DBA Brite for custom retro fit mounts in accordance with the sole source provisions of the Columbus City Code; to authorize the expenditure of $475,086.00 from the general fund; and to declare an emergency. ($475,086.00)
Body
WHEREAS, there is a need to transfer funds within the Department of Public Safety’s general fund budget; and,
WHEREAS, the Division of Police needs to purchase one hundred seventy six (176) T939 Lifebooks with warranties and three hundred fifty three (353) custom made retro fit mounts; and,
WHEREAS, there is a State of Ohio DAS Cooperative contract for the purchase of T939 Lifebooks and warranties; and,
WHEREAS, Upstate Wholesale Supply, DBA Brite, is a vendor on said State Term Contract; and,
WHEREAS, Upstate Wholesale Supply, DBA Brite, is also the sole source provider for the custom made retro fit mounts; and,
WHEREAS, an emergency exists in the usual daily operation of the Division of Police, Department of Public Safety, in that it is immediately necessary to purchase new Lifebooks, warranties, and vehicle mounts 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 Finance and Management Director is hereby authorized to enter into contract with Upstate Wholesale Supply, DBA Brite, for one hundred seventy six (176) T939 Lifebooks with warranties in accordance with State Term Schedule Contract, Index Number STS-033 and Contract Number 534363, for $391,072.00.
SECTION 2. That the Finance and Management Director is hereby authorized to enter into contract with Upstate Wholesale Supply, DBA Brite, for three hundred fifty three (353) custom made retro fit mounts in accordance with the provisions of Section 329 (Sole Source) of the Columbus City Code for $84,014.00
SECTION 3. That the transfer of $475,086.00, or so much thereof as may be needed, is hereby authorized within the general fund, per the accounting codes in the attachment to this ordinance.
SECTION 4. That the expenditure of $475,086.00, or so much thereof as may be needed, is hereby authorized in the general fund in Object Class 02 Supplies and Materials per the accounting codes in the attachment to this ordinance.
SECTION 5. 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 and to make any accounting changes necessary to ensure that this contract is properly accounted for and recorded accurately on the City's financial records.
SECTION 6. 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.