Explanation
BACKGROUND: This ordinance authorizes the Finance and Management Director to issue a purchase order to ARC Acquisitions US Inc. for the purchase of Panasonic “Toughbook” laptops to be used in emergency rescue vehicles. The Division of Fire (CFD) is in need of purchasing twenty-six (26) Panasonic “Toughbook” laptops for the Division of Fire from an existing State of Ohio Term Schedule Contract. The 2019 Capital Improvement Budget was amended to authorize the City Auditor to transfer funds within the General Permanent Improvement Fund. These laptops are replacement units for the "Toughbook" laptops currently used in fire apparatus by Firefighters and paramedics with CAD and pre-arrival instructions at emergency scenes. The Fire Division has a need to replace existing equipment that is beyond its useful life and will no longer be warranted. Utilizing the State Term Schedule Contract will permit the timely ordering of twenty-six (26) Panasonic "Toughbook" laptops at a comparable price to previous purchases. Included with this laptop purchase will be an extended two (2) year service warranty agreement, and adaptor cables. This purchase between the City of Columbus and State of Ohio is authorized by Ordinance 582-87 that allows for cooperative purchasing between the State of Ohio Department of Administrative Services Cooperative Contracts and other governmental entities.
Bid Information: A State of Ohio Term Schedule Contract exists for this purchase (Index STS-033 /OAKS Contract No. 534604).
Contract Compliance: ARC Acquisition US Inc. (Vendor #025070 / Active C.C.)
Emergency Designation: This legislation is to be considered an emergency measure to allow for the immediate purchase of this communications equipment so that emergency services can continue without interruption.
FISCAL IMPACT: This ordinance authorizes the amendment of Public Safety's Capital Improvement Budget, the transfer of $127,026.64 within the General Permanent Improvement Fund, and the expenditure of $127,026.64 from the General Permanent Improvement Fund. In 2019, the Division of Fire spent $135,535.04 for the purchase of thirty-two (32) Toughbooks; in 2016, the Division of Fire spent $199,686.96 for the purchase of thirty-eight (38) Toughbooks, and in 2015, the Division of Fire spent $491,151.60 for the purchase of ninety-three (93) Toughbooks.
Title
To authorize the amendment of Public Safety's Capital Improvement Budget; to authorize the City Auditor to transfer and appropriate $127,026.64 within the General Permanent Improvement Fund; to authorize the Finance and Management Director to issue a purchase order for Panasonic "Toughbook" laptop computers for the Division of Fire from an existing Cooperative State of Ohio Term Schedule Contract established for such purpose by the State of Ohio Department of Administrative Services Purchasing Office with ARC Acquisitions US Inc.; to authorize the expenditure of $127,026.64 from the General Permanent Improvement Fund; and to declare an emergency. ($127,026.64)
Body
WHEREAS, the Division of Fire has a need to purchase twenty-six (26) Panasonic "Toughbook" laptops; and,
WHEREAS, Public Safety's 2019 Capital Improvement Budget needs to be amended within the Permanent Improvement Fund to properly align appropriation with projected expenditure; and,
WHEREAS, the City Auditor is hereby authorized to transfer and appropriate funds within the General Permanent Improvement Fund to fund this purchase; and,
WHEREAS, a State of Ohio Term Schedule Contract, established by the State of Ohio Department of Administrative Services Purchasing Office with ARC Acquisitions US Inc., exists for this purchase; and,
WHEREAS, Ordinance Number 582-87 authorized this cooperative purchasing effort between the State of Ohio and other governmental entities; and,
WHEREAS, an emergency exists in the usual daily operation of the Department of Public Safety, Division of Fire, in that it is immediately necessary to authorize the Director of Finance and Management to issue a purchase order for said laptops to replace existing equipment 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 2019 Capital Improvement Budget authorized by ordinance 1326-2019 be amended as follows to establish sufficient authority for this project:
Project Name/ Project Number /Current Authority /Revised Authority /Difference
Fund 7748
Unallocated Balance /P748999-100000/ $201,466 / $74,440 / ($127,026)
Fire Equipment Replacement-MDC /P340161-100000/ $1 / $127,027 / $127,026
SECTION 2. That the City Auditor is hereby authorized to transfer and appropriate $127,026.64, or so much thereof as may be needed, within the General Permanent Improvement Fund per the account codes in the attachment to this ordinance.
SECTION 3. That the expenditure of $127,026.64, or so much thereof as may be necessary for the purchase of twenty-six (26) Panasonic “Toughbook” laptops, be and is hereby authorized from the General Permanent Improvement Fund, per the accounting codes in the attachment to this ordinance.
SECTION 4. That the Finance and Management Director be and is hereby authorized to issue a purchase order to ARC Acquisitions US Inc. for the purchase of twenty-six (26) Panasonic "Toughbook" Laptops for the Fire Division in accordance with the existing State of Ohio Term Schedule Contract established by the State of Ohio Purchasing Office with Insight Public Sector, as authorized by Ordinance Number 582-87.
SECTION 5. That 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 6. 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 7. 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 8. 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.