Explanation
Background: This ordinance authorizes the Finance and Management Director, on behalf of the Fleet Management Division, to establish purchase orders with Dell Marketing LP for the purchase of fifty-five (55) Dell Latitude 7220 Tablet Computers and necessary hardware/accessories to be installed in Department of Development Code Enforcement vehicles. 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 Dell Marketing LP. Ordinance #582-87 authorizes City agencies to participate in Ohio Department of Administrative Services (DAS) cooperative contracts.
Code Enforcement Officers in the Division of Code Enforcement respond to complaints and help implement the city’s housing, zoning, graphics, health sanitation, and safety codes. Officers are assigned city vehicles to travel to the inspection site. Currently, once the inspection is conducted, the officer returns to the office, performs the necessary records search, and inputs the information into the local database. The officer then creates a notice of violation (if needed), returns to the location, and serves the notice of violation.
COVID-19, and the safety precautions necessary to prevent its spread, have made it so Code Enforcement Officers are less able to complete their inspections in the office due to the need for social distancing. Using CARES Act funding, this legislation will provide for computers to be installed in Code Enforcement vehicles, which, along with concurrent purchases of mobile data equipment, printers, and computer mounting hardware for their vehicles, will eliminate the need for officers to return to the office to process inspections. Officers will be able to do their jobs more safely and efficiently going forward. Therefore, the Department of Finance and Management requests permission to contract with Dell to provide this equipment.
The Dell Marketing LP (vendor #010030) State of Ohio cooperative contract 534109 expires 11/19/2020 ($146,969.35 estimated)
Emergency Designation: The Finance and Management Department respectfully requests this legislation be considered an emergency measure in order to allow for procurement of the computers and completion of associated up-fitting by December 31, 2020.
Fiscal Impact: This ordinance authorizes an expenditure of up to $146,969.35 from the CARES Act Fund with Dell Marketing LP, for the purchase of fifty-five (55) Dell Latitude 7220 Tablet Computers and necessary hardware/accessories to be installed in Code Enforcement vehicles. Funding is available in the Department of Development’s CARES Act Fund budget.
Title
To authorize the Finance and Management Director to establish purchase orders with Dell Marketing LP for the purchase of up to fifty-five (55) tablet computers and necessary hardware and accessories for Code Enforcement vehicles, in accordance with the terms and conditions of State of Ohio Cooperative Contracts; to authorize the expenditure of up to $146,969.35 from the CARES Act Fund; and to declare an emergency. ($146,969.35)
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 Dell Marketing LP, Contract #534109, is available for the City's use for the purchase of computers and necessary hardware/accessories, expires 11/19/2020; and
WHEREAS, there is a need to purchase up to fifty-five (55) Dell Latitude 7220 Tablet Computers and necessary hardware/accessories to be installed in Code Enforcement vehicles; and
WHEREAS, the COVID-19 pandemic has resulted in a delay in the processing and completion of Code Enforcement inspections; and
WHEREAS, expenditure of CARES Act funding to purchase computers for installation in Code Enforcement vehicles is necessary to address a delay in the processing and completion of inspections due to social distancing requirements in the workplace caused by the COVID-19 public health emergency; and
WHEREAS, such expenditure of funds has not been previously accounted for in the 2020 Budget; and
WHEREAS, an emergency exists in the usual daily operations of the Department of Finance and Management in that it is immediately necessary to authorize the Director of Finance and Management to establish a purchase order with Dell Marketing LP for the purchase of purchase fifty-five (55) Dell Latitude 7220 Tablet Computers and necessary hardware/accessories for use by the Department of Development to ensure the funds are spent in a timely manner, 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 Finance and Management Director, on behalf of the Fleet Management Division, is hereby authorized to establish purchase orders for the purchase of up to fifty-five (55) Dell Latitude 7220 Tablet Computers and necessary hardware/accessories to be installed in Code Enforcement vehicles, pursuant to the terms and conditions of State of Ohio Cooperative Contracts, as follows:
State Contract No. 534109; Dell Marketing LP; CC# 74-2616805
Purchase Dell Latitude 7220 Tablet Computers and necessary hardware/accessories ($146,969.35)
SECTION 2. That the expenditure of $146,969.35, or so much thereof as may be necessary, in regard to the actions authorized in Sections 1, be and is hereby authorized and approved from CARES Act Fund 2207, Dept-Division (Code Enforcement) 4403, Sub-Fund 220701 in Object Class 02 per the accounting codes in the attachment to the ordinance:
See Attached File: Ord 1931-2020 Legislation Template.xls
SECTION 3. 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 4. Funds are hereby deemed appropriated and expenditures and transfers authorized to carry out the purposes of this ordinance and the City Auditor shall establish such accounting codes as necessary
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.
SECTION 6. That for reasons stated in the preamble hereto, which is hereby made a part hereof, this ordinance is hereby declared an emergency measure and shall take effect and be enforced from and after its passage and approval by the Mayor, or ten days after passage if the Mayor neither approves nor vetoes the same.