Explanation
BACKGROUND: For the option to purchase recycling of computers and related equipment with certified removal of sensitive information services for use by the City of Columbus from Tech Disposal, the state contract vendor. The term of the proposed option contract will be through July 31, 2010 with the option to extend for up to two (2) one year periods contingent on the extension of the State of Ohio Department of Administrative Services (DAS) cooperative contract (GDC021Z).
Columbus City Code Section 329.30 provides for the sale and disposal of city-owned personal property and authorizes the Finance & Management Director to sell or dispose of surplus property. The Purchasing Office conducted research regarding recycling of computers and related equipment with sensitive information services and has determined that the use of the services offered by Tech Disposal is in the best interests of the City.
The Purchasing Office recommends an option contract be established with Tech Disposal based on the State's cooperative contract (GDC021Z) currently in place for recycling of computers and related equipment with certified removal of sensitive information services. This contract is in effect until July 31, 2010 and may be extended at the discretion of the DAS. The use of State DAS Cooperative Contracts is authorized by City of Columbus Ordinance #582-87.
The Purchasing Office has conducted negotiations with Tech Disposal in order to establish an agreement for these services on behalf of the City. The agreement term corresponds with the DAS contract. This contract is not exclusive. Therefore, the City is not precluded from using similar services from other providers.
Tech Disposal CC#311685284 Expires 9-21-2011.
Estimated Annual Expenditure: $50,000.00.
The company is not debarred according to the Excluded Party Listing System of the Federal Government.
This ordinance is being submitted as an emergency because, without emergency action, no less than 37 days will be added to this procurement cycle and the efficient delivery of valuable public services will be slowed.
FISCAL IMPACT: Funding to establish this option contract is budgeted in the Mail, Print Services and UTC Fund. The various departments will be required to obtain approval to expend from their own appropriations for their estimated annual expenditures.
Title
To authorize and direct the Finance & Management Director to enter into a contract for an option to purchase recycling of computers and related equipment with certified removal of sensitive information services with Tech Disposal, to authorize the expenditure of one dollar to establish the contract from the Mail, Print Services and UTC Fund; and to declare an emergency. ($1.00)
Body
WHEREAS, the Finance & Management Director is authorized to dispose of city-owned surplus property; and
WHEREAS, City Ordinance #582-1987 authorizes and directs the Purchasing Office to participate in Ohio Department of Administrative Services (DAS) Cooperative Purchasing contracts; and
WHEREAS, the DAS established a Cooperative Purchasing contract with Tech disposal for recycling of computers and related equipment with certified removal of sensitive information services and
WHEREAS, this ordinance addresses the Purchasing Office objective of maximizing the use of City resources by obtaining these services at the lowest prices; and
WHEREAS, the City has an immediate need for these services to thereby protect sensitive information and free space required for City use; and
WHEREAS, an emergency exists in the usual daily operation of the Purchasing Office in that it is immediately necessary to enter into a contract for an option to purchase these services, 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 & Management Director be and is hereby authorized and directed to enter into a contract for an option to purchase recycling of obsolete computers and related equipment with certified removal of sensitive information services with Tech Disposal for the period ending July 31, 2010 with the option to extend for an additional two (2) one year periods contingent upon the extension of the Ohio Department of Administrative Services cooperative contract (GDC021Z) as follows
Tech Disposal; Recycling of obsolete computers and related equipment with certified removal of sensitive information services: Amount $1.00
SECTION 2. That the appropriation and expenditure of $1.00 is hereby authorized from the Mail, Print Services, and UTC Fund, Organization Level 1: 45-01, Fund: 05-517, Object Level 3: 2270, OCA: 451130, 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.