City of Columbus - File #: 2038-2006

• File #: 2038-2006
• Version: 1
• Type: Ordinance
• Status: Passed
• File created: 11/6/2006
• In control: Administration Committee
• On agenda: 12/4/2006
• Final action: 12/7/2006
• Title: To authorize the Director of Finance & Management to establish a contract with Oce North America, Inc. for the purchase of a wide format color copier, scanner and plotter for the Department of Technology, on behalf of the Department of Public Service, Transportation Division, and to authorize the expenditure of $44,447.20 from the Technology Department Information Services Fund; and to declare an emergency. ($44,447.20)

Date	Ver.	Action By	Action	Result
12/7/2006	1	CITY CLERK	Attest
12/6/2006	1	MAYOR	Signed
12/4/2006	1	Columbus City Council	Approved	Pass
12/4/2006	1	COUNCIL PRESIDENT	Signed
11/20/2006	1	CITY ATTORNEY	Reviewed and Approved
11/20/2006	1	Technology Drafter	Sent for Approval
11/20/2006	1	Technology Drafter	Sent to Clerk's Office for Council
11/17/2006	1	FINANCE DIRECTOR	Reviewed and Approved
11/17/2006	1	CITY AUDITOR	Reviewed and Approved
11/17/2006	1	Auditor Reviewer	Reviewed and Approved
11/17/2006	1	Technology Drafter	Sent for Approval
11/17/2006	1	Finance - Purchasing Reviewer	Reviewed and Approved
11/16/2006	1	Finance Reviewer	Reviewed and Approved
11/16/2006	1	Finance Reviewer	Reviewed and Approved
11/13/2006	1	TECHNOLOGY DIRECTOR	Reviewed and Approved
11/13/2006	1	Technology Drafter	Sent for Approval
11/9/2006	1	Technology Drafter	Sent for Approval
11/8/2006	1	TECHNOLOGY DIRECTOR	Reviewed and Approved
11/8/2006	1	ODI DIRECTOR	Reviewed and Approved
11/8/2006	1	ODI DIRECTOR	Reviewed and Approved
11/8/2006	1	EBOCO Reviewer	Reviewed and Approved
11/6/2006	1	Technology Drafter	Sent for Approval

Explanation

BACKGROUND:

The purpose of this legislation is to authorize the Director of Finance and Management to enter into contract for the purchase of  a wide format color copier, scanner and plotter for the Department of Technology, on behalf of the Department of Public Service, Transportation Division, with Oce North America, Inc.  The wide format color copier, scanner and plotter will replace " end-of-life " equipment that is currently malfunctioning.  

Bids were solicited by the Purchasing Office.

The Purchasing Office opened formal bids, SA002150 on September 28, 2006.   Three (3) bids were received. A tabulation of the bids is listed below:  

Franklin Imaging, $38,741.00 - bid did not include service or ISO 9000 service department certification

Widecom Inc., $12,400.00 - bid does not meet specification for the machine or service requirements.  

Oce North America, Inc. - $44,447.20

The bidder's lists included three potential bidders.

CONTRACT COMPLIANCE NUMBER:

Supplier:       Oce North America, Inc. - 061070101          Expiration Date: 02/06/2007

FISCAL IMPACT:

Funds are available and budgeted for this expenditure.

EMERGENCY DESIGNATION:  

Emergency designation is being requested to immediately facilitate this purchase as the equipment being purchased is crucial to city operations.  

Title

To authorize the Director of Finance & Management to establish a contract with Oce North America, Inc. for the purchase of a wide format color copier, scanner and plotter for the Department of Technology, on behalf of the Department of Public Service, Transportation Division, and to authorize the expenditure of $44,447.20 from the Technology Department Information Services Fund; and to declare an emergency. ($44,447.20)

Body

WHEREAS, the Department of Technology, on behalf of the Department of Public Service, Transportation Division, has a need for a wide format color copier, scanner and plotter, and

WHEREAS, the Purchasing Office opened formal bids on September 28, 2006 via SA002150 and three (3) bids were received, and

WHEREAS, a recommendation has been made to the lowest, responsive and responsible and best bidder, Oce North America, Inc. and

WHEREAS, a purchase order will be issued in accordance with the terms and specifications of Solicitation Number: SA002150 on file in the Purchasing Office; and

WHEREAS, an emergency exists in the usual daily operation of the Department of Technology.  The Department of Technology has an immediate need to encumber funds for the purchase of a wide format color copier, scanner and plotter, such equipment being crucial to city operations, 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 Director of Finance & Management be and is hereby authorized to establish a contract with Oce North America, Inc. for the purchase of a wide format color copier, scanner and plotter for the Department of Technology, on behalf of the Department of Public Service, Transportation Division, in accordance with specifications on file in the Purchasing Office.

SECTION 2. That the expenditure of $44,447.20 or so much thereof as may be necessary is hereby authorized to be expended from:

Div.: 47-01| Fund: 514| Subfund: 599| OCA: 514599| Obj. Level 1: 06| Obj.  Level 3: 6649| Amount:  $44,447.20.

SECTION 3.  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.