Explanation
BACKGROUND: This ordinance authorizes the Finance and Management Director to modify Contract FL004622 - Multi-function Devices (MFDs) UTC, with the Gordon Flesch Company Inc., to provide for fax control modem kits and any associated installation and maintenance associated with the fax components. Police has approximately forty locations that need FAX capability. Since the current MFDs can handle faxing, it makes economic sense to add the FAX component to the devices rather than provide each location a new FAX machine. The current UTC contract with Gordon Flesch Company is a three (3) year lease with an option to purchase an additional two (2) more years of maintenance services. This legislation also authorizes the Finance and Management Director to issue a purchase order for these fax accessories from the modified contract.
There is no cost associated with the contract modification as this is a UTC. The additional FAX kits will cost $19,967.00.
The original bid specifications called for fax capability to be available on each device for use with a computer network, but the fax capability was not authorized under the UTC contract with Gordon Flesch. It is impractical to bid and contract with any other company at this time as there is a current contract for these services. The cost for the purchase of this accessory and associated costs was negotiated with the Gordon Flesch Company, Inc.
Emergency action is requested in order that faxing can be accomplished at each device and operations may continue without interruption.
Contract Compliance Number: 390993125, expires 11/25/10
FISCAL IMPACT: This ordinance authorizes an expenditure of $19,967.00 from the General Fund for the Division of Police in order to have fax capabilities at various locations throughout the Division. Based upon the third quarter financial review, there is sufficient funding available in the Division's supplies budget.
Title
To authorize the Director of Finance and Management to modify an existing contract with the Gordon Flesch Company, Inc. for the addition of fax control modules to the Multi-functional Devices (MFDs) UTC for the Division of Police; to authorize the Finance and Management Director to issue a purchase order in the amount of $19,967.00 from the General Fund to the Gordon Flesch Company, Inc.to waive the competitive bidding provisions of of the Columbus City Codes; and to declare an emergency. ($19,967.00)
Body
WHEREAS, faxing needs to be available on the multi-functional devices (MFDs) without the use of a fax server through the term of the existing contract; and
WHEREAS, Contract Number FL004622, with the Gordon Flesch Company, Inc., was authorized by Ordinance Number 0596-2010 which passed May 10, 2010, for a Multi-functional Devices (MFDs) UTC, and
WHEREAS, due to a decision change it is necessary to modify the existing contract and approve the purchase of the fax accessories from the modified contract, and
WHEREAS, emergency action is necessary to provide essential services that are critical to the daily operation of the division; and
WHEREAS, this is being submitted in accordance with section 329.27; to waive section 329.06 of the Columbus City Code; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Public Safety, Division of Police, in that it is immediately necessary to modify the current contract and authorize the purchase of fax accessories for the 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 Director of Finance and Management be and is hereby authorized to modify Contract Number FL004622 with the Gordon Flesch Company, Inc. for the addition of fax accessories and issue a purchase order for these fax accessories, in the amount of $19,967.00.
SECTION 2. That in accordance with Section 329.27 of the Columbus City Code, this Council finds the best interest of the City is served by waiving, and does hereby waive Section 329.06 (Competitive Sealed Bidding. the procurement of materials, supplies and equipment) of the Columbus City Code.
SECTION 3. That to pay the cost of the aforesaid purchase, the expenditure of $19,967.00, or so much thereof as may be needed, is hereby authorized as follows:
|Fund 010| Dept. 30-03| Obj. Level 1 (02)| Obj. Level 3 (2245)| OCA 300301|
SECTION 4. 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 disapproves the same.