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 Universal Term Contract Purchase Agreement for the replacement of desktop computers, computer related products, and equipment, and also authorizes the appropriation of $1,000,000.00 from the unappropriated balance of the special income tax fund, the expenditure of $485,000.00 from various funds within the Department of Technology, and finally the expenditure of $21,507.98 from the Division of Fire's general fund budget. The total amount of funding being requested via this ordinance/legislation is $1,506,507.98.
These purchases will be made from the following pre-established universal term contracts/purchase agreements (PA’s):
• PA003347-Brown Enterprise Solutions, LLC: Dell Computers and accessories
• PA003352-Softchoice, LLC: Dell Computers and accessories
• PA003354-Softchoice, LLC: HP Computers and accessories
- The above listed purchase agreements expire December 31, 2021
This ordinance will also authorize the Director of Finance and Management , on behalf of the Department of Technology and various city agencies to establish a purchase order for the replacement of desktop computers, computer related products, and equipment with Arc Acquisition US, Inc. through the utilization of State of Ohio, State Term Schedule contract STS033, # 534604, with an expiration date of 9/26/2024.
The desktop computers, printers, servers, and computer related products and equipment being replaced are outdated and/or obsolete. The computer equipment being replaced is used for the operation of applications that are vital to the daily operations of the City of Columbus. Replacement of these computers is crucial for continued efficiency so that the City of Columbus can access applications critical to daily operations.
FISCAL IMPACT:
This ordinance appropriates $1,000,000.00 in special income tax funds to DoT for computer purchases for general fund agencies. Funds in the amount of $485,000.00 for non-general fund agencies are budgeted and available in each agencies’ direct charge budget allocation in the Information Services Operating Fund. Miscellaneous computer accessories are being purchased out of the Information Services’ Division operating budget. The total amount of funding being requested via this ordinance is $1,506,507.98. These funds are also budgeted and available for this purpose.
EMERGENCY:
Emergency legislation is required to facilitate prompt acquisition of the computer equipment and accessories being authorized by this ordinance in order to maintain the supply of updated computers for critical daily operation of the City.
CONTRACT COMPLIANCE:
Vendor: Brown Enterprise Solutions; FID#/CC#: 90-0353698; Expiration Date: 12/31/2023
DAX/City Vendor Acct. #: 010668
Vendor: Softchoice, LLC; FID#/CC#: 13-3827773; Expiration Date: 1/14/2022
DAX/City Vendor Acct #: 022312
Vendor: Arc Acquisition US Inc.; FID#/CC#: 45-2818747; Expiration Date: 11/19/2020
DAX/City Vendor Acct. #: 025070
Title
To appropriate $1,000,000.00 within the Special Income Tax Fund; to authorize the Director of Finance and Management, 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 Contract/ Purchase Agreement for the purchase of new and replacement of desktop computers, computer related products, and equipment from three pre-established universal term contracts/purchase agreements with Brown Enterprise Solutions, LLC and Softchoice, LLC; to authorize a transfer within the general fund; to also authorize the Director of Finance and Management, on behalf of the Department of Technology and various city agencies, to establish a purchase order with Arc Acquistion US Inc. utilizing a State Term Contract; to authorize the expenditure of $485,000.00 from the Department of Technology, Information Services Division, Information Services Operating Fund; to authorize the expenditure of $21,507.98 from the Department of Public Safety, Division of Fire's general fund budget; to authorize the expenditure of $1,000,000.00 from the Special Income Tax Fund; and to declare an emergency. ($1,506,507.98)
Body
WHEREAS, the desktop computers, printers, servers, and computer related products and equipment 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, $1,000,000.00 is available in the Special Income Tax Fund for appropriation to cover the cost of new and replacement computers and computer related equipment for general fund departments and divisions; and
WHEREAS, to enable these purchases, it is necessary to authorize the Director of Finance and Management 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 Contract/Purchase Agreement for the purchase of new and replacement computers, computer related products and equipment utilizing three pre-established universal term contracts/purchase agreements with with Brown Enterprise Solutions, LLC and Softchoice, LLC; and
WHEREAS, to enable these purchases, it is necessary to also authorize the Director of Finance and Management, on behalf of the Department of Technology and various city agencies to establish a purchase order for the replacement of desktop computers, computer related products, and equipment with Arc Acquisition US, Inc. through the utilization of State of Ohio, State Term Schedule contract STS033, # 534604, with an expiration date of 9/26/2024; and
WHEREAS, expenditures up to $1,000,000.00, $485,000.00, and $21,507.98 for the above-mentioned purpose from the Special Income Tax Fund, the Information Services Operating Fund, and the General Fund, respectively will be required; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Technology in that it is immediately necessary to authorize the Director of Finance and Management, 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 Contract/ Purchase Agreement for the purchase of new and replacement of desktop computers, computer related products, and equipment from three pre-established universal term contracts/purchase agreements with Brown Enterprise Solutions, LLC and Softchoice, LLC in order to maintain the supply of updated computers for critical daily operations of the City, 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 sum of $1,000,000.00 be and is hereby appropriated from the unappropriated balance of the Special Income Tax Fund, Fund 4430, Subfund 443001, in the Special Income Tax Fund, 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, 2021.
SECTION 2. That the Finance and Management Director 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 contract/purchase agreement for the purchase of replacement desktop computers, computer related products, and equipment totaling $1,506,507.98, from three pre-established universal term contracts/purchase agreements with Brown Enterprise Solutions, LLC and Softchoice, LLC.
• PA003347 - Brown Enterprise Solutions, LLC: Dell Computers and accessories
• PA003352 - Softchoice, LLC: Dell Computers and accessories
• PA003354 - Softchoice, LLC: HP Computers and accessories
- The above listed purchase agreements expire December 31, 2021
SECTION 3. That the the Director of Finance and Management , on behalf of the Department of Technology and various city agencies, is authorized to establish a purchase order for the replacement of desktop computers, computer related products, and equipment with Arc Acquisition US, Inc. through the utilization of State of Ohio, State Term Schedule contract STS033, # 534604, with an expiration date of 9/26/2024.
SECTION 4. That the transfer of $21,507.98, or so much thereof as may be needed, within the Division of Fire's general operating fund budget is hereby authorized per the account codes in the attachment to this ordinance, (Please see attachment 1840-2021 EXP).
SECTION 5. That the expenditure of $1,506,507.98, or so much thereof as may be necessary, is hereby authorized as provided on the attachment to this ordinance, (Please see attachment 1840-2021 EXP).
SECTION 6. 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 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 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.