Explanation
BACKGROUND: For the option to purchase Hewlett Packard (HP) Printers, Imaging Products, Supplies, Accessories and Maintenance for the Department of Technology, the largest user. The term of the proposed option contract will be through March 31, 2011. There is an option to extend the contract for two (2), one year periods. The Purchasing office opened formal bids on February 14, 2008.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation SA002783). Forty-nine bids were solicited; Five (5) were received (4 MAJ, 1 M1A).
Pomeroy IT Solutions, Inc. was low bid for the Hewlett Packard (HP) Printers, Imaging Products, Supplies, Accessories and Maintenance.
Pomeroy IT Solutions, Inc., CC#61-1352158 (Expires November 9, 2007)
Total Estimated Annual Expenditure: $110,000.00
The company is not debarred according to the State of Ohio Unresolved Findings for Recovery database or the Federal Government Excluded Parties Listing.
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 Universal Term Contract (UTC) Fund. The Department of Technology and other agencies 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 the option to purchase HP Printers, Imaging Products, Supplies, Accessories and Maintenance with Pomeroy IT Solutions, Inc. to authorize the appropriation and expenditure of one dollar to establish the contract from the Purchasing UTC Account, and to declare an emergency. ($1.00).
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids on February 14, 2008 and selected the lowest, responsible and best bid; and
WHEREAS, this ordinance addresses Purchasing objective 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, a majority of the equipment to be purchased meets the Federal Enviromental Protection Agency's Energy Star guidelines for maximum power usage; and
WHEREAS, in order to establish a supply matrix as soon as possible for these needed HP Printers, Imaging Products, Supplies, Accessories and Maintenance utilized by the Department of Technology to purchase equipment and services to be utilized by city agencies, this is being submitted for consideration as an emergency measure; 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(s) for an option to purchase Hewlett Packard (HP) Printers, Imaging Products, Supplies, Accessories and Maintenance, 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 and Management Director be and is hereby authorized and directed to enter into the following contract for an option to purchase Hewlett Packard (HP) Printers, Imaging Products, Supplies, Accessories and Maintenance for the Department of Technology, the largest user. The term of the proposed option contract will be through March 31, 2011. There is an option to extend the contract for two (2), one year periods.
Pomeroy IT Solutions, Inc., All Items: Amount: $1.00
SECTION 2. That the expenditure of $1.00 is hereby authorized from Purchasing UTC Account, 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.