Explanation
BACKGROUND: This ordinance is for the option to purchase Hewlett Packard Computers and Accessories for the Department of Technology and other city agencies. This contract is necessary in order to purchase Hewlett Packard Computers and Accessoriesfor for the various agencies throughout the City. The proposed contract will be in effect from the date of execution by the City to and including April 30, 2017. The contract may be extended for one (1) additional one (1) year or a portion thereof, subject to mutual agreement by both parties. The Purchasing Office opened formal bids on July 31, 2014.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation SA005507). Two hundred sixty four (264) bids were solicited (MBR: 5; M1A: 10; F1: 1; AS1: 1). Five (5) bids were received (AS1: 1; M1A:1; MBR:1).
The Purchasing Office is recommending award of the contract to the overall lowest, responsive, responsible and best bidder:
Smart Solutions, Inc. (AS1) CC# 341403269, exp. 02/05/2015
Total Estimated Annual Expenditure: $500,000.00
This company is not debarred according to the Federal Excluded Parties Listing or the State Auditor's Findings For Recovery Database.
This ordinance is being submitted as an emergency because the current contract for Hewlett Packard Computing Hardware will expire on September 30, 2014. Without emergency action, no less than 37 days will be added to this procurement cycle and the ability to provide needed Hewlett Packard Computers and Accessories for various city agencies will be slowed.
FISCAL IMPACT: Funding to establish this option contract is from the General Fund. The Department of Technology and other city agencies will be required to obtain approval to expend from their own appropriations for their estimated annual expenditures.
Title
To authorize the Finance and Management Director to enter into contract for the option to purchase Hewlett Packard Computers and Accessories with Smart Solutions, Inc.; to authorize the expenditure of $1.00 to establish the contract from the General Fund; and to declare an emergency. ($1.00)
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids on July 31, 2014 and selected the overall lowest, responsive, responsible and best bid; and
WHEREAS, this ordinance addresses the Purchasing objectives of 1) maximizing the use of City resources by obtaining optimal products/services at low prices and 2) encouraging economic development by improving access to City bid opportunities and 3) providing effective option contracts for City agencies to efficiently maintain their supply chain and service to the public; and
WHEREAS, in order to maintain Hewlett Packard Computers and Accessories, and the current contract expires on September 30, 2014, this is being submitted for consideration as an emergency measure; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Technology in that it is immediately necessary to enter into a contract for the option to purchase Hewlett Packard Computers & Accessories so computers and accessories are not interrupted; now, therefore,
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Finance and Management Director be and is hereby authorized to enter into a contract for the option to purchase Hewlett Packard Computing Hardware for the Department of Technology and other city agencies, for the term ending April 30, 2017, with the option to extend for one (1) additional year period in accordance with Solicitation No. SA005507 as follows:
Smart Solutions, Inc, All iItems, $1.00
SECTION 2. That the expenditure of $1.00 is hereby authorized from the General Fund, Organization Level 1: 45-01, Fund 10, OCA: 450047, Object Level 3: 2270 to pay the cost thereof.
SECTION 3. That for the reason stated in the preamble here to, 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.