Explanation
BACKGROUND:
Need: The Division of Police needs to lease and maintain 55 multi-functional devices for various locations throughout the division including police sub stations. These machines are needed for the copying, scanning and faxing of police documents. This ordinance will enable the Division to continue the lease and maintenance of the current machines from the Gordon Flesch Company Inc. in accordance with a Universal Term contract established for this purpose by the Purchasing Office.
Bid Information: The Purchasing Office has set up universal term contract FL004622 with Gordon Flesch Company for the lease and the maintenance of 55 multi-functional devices.
Contract Compliance No.: 390993125 - Gordon Flesch Co. expires 12/01/2012
The company is not debarred according to the Excluded Party Listing System of the Federal Government or prohibited from being awarded a contract according to the Auditor of State Unresolved Findings for Recovery Certified Search.
Emergency Designation: Emergency legislation is needed in order to continue use of these machines without interruption.
FISCAL IMPACT: A total of $99,861.14 has already been encumbered and/or spent for the lease and maintenance of these machines in 2012. An additional $104,597.97 is needed for the remaining of this year and January of 2013. Approximately $209,519.00 were encumbered/expended for the lease and maintenance of the Divisions's multi-functional devices in 2011. Sufficient funding for this contract is available in the Division's General Fund.
Title
To authorize and direct the Finance and Management Director to issue a purchase order to the Gordon Flesch Company Inc. from an existing universal term contract for the lease and maintenance of multi-functional devices for the Division of Police, to authorize the expenditure of $104,597.97 from the General Fund; and to declare an emergency. ($104,597.97)
Body
WHEREAS, the Department of Public Safety, Division of Police needs to lease and maintain 55 multi-functional devices in order to copy, scan and fax police documents; and
WHEREAS, the Purchasing Office has an existing Universal Term Contract FL004622 with Gordon Flesch Company Inc.; and
WHEREAS, an emergency exists in the daily operation of the Division of Police, Department of Public Safety, in that it is immediately necessary to issue a purchase order to the Gordon Flesch Company Inc. for the lease and maintenance of multi-functional devices for the immediate preservation of the public peace, property, health, safety, and welfare; 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 issue a purchase order to the Gordon Flesch Company Inc. for the lease and maintenance of multi-functional devices for the Division of Police, Department of Public Safety on the basis of UTC FL004622.
SECTION 2. That the expenditure of $104,597.97, or so much thereof as may be needed, be and the same is hereby authorized as follows:
| DIV 30-03| FUND 010 | OBJ LEVEL (1) 03 | OBJ LEVEL (3) 3303 | OCA 300301| $86,582.61|
| DIV 30-03| FUND 010| OBJ LEVEL (1) 03| OBJ LEVEL (3) 3372| OCA 300301| $18,015.36|
SECTION 3. That for the reasons stated in the preamble hereto, which is hereby made a part thereof, 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 it the Mayor neither approves nor vetoes the same.