Explanation
Background: This ordinance authorizes the Finance and Management Director to establish purchase orders with Upstate Wholesale Supply (DBA Brite Computers) for the purchase of forty-four (44) Fujitsu Lifebook Computers and necessary hardware/accessories to be installed in Police Interceptors. The purchase orders for the computers and mounts will be established in accordance with the terms and conditions of a State of Ohio Cooperative Contract with Upstate Wholesale Supply. Ordinance #582-87 authorizes City agencies to participate in Ohio Department of Administrative Services (DAS) cooperative contracts.
Purchase orders for the mobile computer mounting platforms and docking stations will be purchased via sole source contract with Upstate Wholesale Supply (DBA Brite Computers).
The Upstate Wholesale Supply (vendor #000826) State of Ohio cooperative contract 534363 expires 11/28/2019 ($182,572.00 estimated)
Fiscal Impact: This ordinance authorizes an expenditure of $182,572.00 from the Special Income Tax fund with Upstate Wholesale Supply for the purchase of forty-four (44) Fujitsu Lifebook Computers and necessary hardware/accessories to be installed in Police Interceptors. The Department of Finance and Management budgeted $4.0 million in the Special Income Tax Fund for 2019 Citywide Vehicle Acquisitions and associated up-fitting. Approximately $6.5 million was expended in 2018 for vehicles and associated up-fitting and $7.5 million in 2017.
Title
To authorize the Finance and Management Director to establish purchase orders with Upstate Wholesale Supply(DBA Brite Computers) for the purchase of forty-four (44) Fujitsu Lifebook Computers and necessary hardware/accessories to be installed in Police Interceptors, in accordance with the terms and conditions of State of Ohio Cooperative Contracts; to waive the competitive provisions of the Columbus City Codes, Chapter 329; to authorize the Finance and Management Director to enter into contract with Upstate Wholesale Supply(DBA Brite Computers) for the purchase of mobile computer mounting platforms and docking stations and other necessary hardware and accessories; and to authorize the appropriation and expenditure of $182,572.00 from the Special Income Tax fund. ($182,572.00)
Body
WHEREAS, Ordinance #582-87 authorizes city agencies to participate in State of Ohio Cooperative Contracts; and
WHEREAS, the State of Ohio Cooperative contract with Upstate Wholesale Supply, Contract #534363, is available for the City's use for the purchase of police vehicle computers, and necessary hardware/accessories, expires 11/28/2019; and
WHEREAS, it is necessary to authorize the Director of Finance and Management to enter into contract with and issue purchase orders to Upstate Wholesale Supply(DBA Brite Computers) for the purchase of mobile computer mounting platforms and docking stations and other necessary hardware and accessories ; and,
WHEREAS, there is a need to purchase forty-four (44) Fujitsu Lifebook Computers and necessary hardware/accessories to be installed in Police Interceptors; and
WHEREAS, it is in the City’s best interest to waive the competitive bidding provisions of City Code Chapter 329 for the purchase and installation of computer hardware and accessories that do not appear on the state term contract with Upstate Wholesale Supply; and,
WHEREAS, the Fleet Management Division negotiated the terms with Upstate Wholesale Supply (DBA Brite Computers), in accordance with the relevant provisions of sole source procurement of the Columbus City Codes, because they are the sole provider of the mobile computer mounting platforms and docking stations; and
WHEREAS, funding for this acquisition is budgeted and available within the Special Income Tax fund; and
WHEREAS, it has become necessary in the usual daily operation of the Department of Finance and Management, Facilities Management Division, to authorize the Finance and Management Director to establish a purchase order with Upstate Wholesale Supply for the purchase of forty-four (44) Fujitsu Lifebook Computers, mobile computer mounting platforms and docking stations, and necessary hardware/accessories for use by Police; NOW, THEREFORE
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Finance and Management Director, on behalf of the Fleet Management Division, is hereby authorized to establish purchase orders for the purchase of forty-four (44) Fujitsu Lifebook Computers and necessary hardware/accessories to be installed in Police Interceptors, pursuant to the terms and conditions of State of Ohio Cooperative Contracts, as follows:
State Contract No. 534363; Upstate Whole Supply; CC# 16-1382350
Purchase Fujitsu Lifebook Computers and necessary hardware/accessories ($127,556.00)
SECTION 2. That the Finance and Management Director, on behalf of the Fleet Management Division, is hereby authorized to enter into contract with Upstate Whole Supply for the purchase of mobile computer mounting platforms and docking stations and other necessary hardware and accessories.
SECTION 3. That this Council finds it is in the best interest of the City of Columbus to waive the competitive bidding provisions of the Columbus City Code, Chapter 329, relating to the aforementioned purchase and installation of all pertinent equipment by Upstate Whole Supply for the mobile computer mounting platforms and docking stations since they are not included in the State Term Contract.
SECTION 4. That from the unappropriated monies 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, 2019, the sum of $182,572.00 is appropriated in the Special Income Tax Fund 4430, Sub-Fund 443001 in Object Class 06, per the account codes in the attachment to this ordinance:
See Attached File: Ord 2450-2019 Legislation Template.xls
SECTION 5. That the expenditure of $182,572.00 or so much thereof as may be necessary, in regard to the actions authorized in Sections 1 and 2 be and is hereby authorized and approved from the Special Income Tax Fund 4430, Sub-Fund 443001 in Object Class 06 per the accounting codes in the attachment to the ordinance:
See Attached File: Ord 2450-2019 Legislation Template.xls
SECTION 6. That the monies in the foregoing Sections shall be paid upon order of the Director of Finance and Management, 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 this Ordinance shall take effect and be in force from and after the earliest period allowed by law.