Explanation
BACKGROUND:
This legislation authorizes the Director of the Department of Technology (DoT), to enter into a contract with Bowe Bell & Howell for annual maintenance and support for the Enduro Mail Inserter located at the Jerry Hammond Center, 1111 East Broad Street, with a coverage period of August 1, 2010 through July 31, 2011. Bowe Bell & Howell is the only factory trained and authorized service upgrade provider for the Enduro Mail Inserter. The Enduro Mail Inserter is associated with the recently purchased JETVision equipment (Ord. # 0789-2010), both manufactured by Bowe Bell & Howell. There are no third party companies approved by Bowe Bell & Howell for equipment sales, installation, software or maintenance services, or upgrades on the Enduro Mail Inserter as it is proprietary equipment. Accordingly, Bowe Bell & Howell is the sole source of supply for upgrades, maintenance and support services for this equipment. For this reason, this ordinance is being submitted in accordance with the provisions of Sole Source procurement of the City of Columbus Section 329.07.
This company is not debarred according to the Federal excluded parties listing or prohibited from being awarded a contract according to the Auditor of State unresolved findings for recovery certified search.
EMERGENCY DESIGNATION:
Emergency designation is requested in order to establish the contract and certified purchase order before year end closing.
FISCAL IMPACT:
In 2008, the Bowe Bell & Howell Enduro Mail Inserter was purchased (Ord. # 0079-2008) and installed in 2009. This year (2010), the funds for the annual maintenance support, totaling $19,900.00 have been identified and are available within the Department of Technology, Information Services Fund operating budget.
CONTRACT COMPLIANCE:
Vendor Name: Bowe Bell and Howell FID#/CC#: 36-3580100 Expiration Date: 11/20/2012
Title
To authorize the Director of the Department of Technology, to enter into a contract with Bowe Bell & Howell for annual maintenance and support services for the Enduro Mail Inserter; in accordance with sole source procurement provisions of the Columbus City Codes; to authorize the expenditure of $19,900.00 from the Department of Technology, Information Services Fund;and to declare an emergency. ($19,900.00)
Body
WHEREAS, the Department of Technology has a need to enter into an annual maintenance and support contract with Bowe Bell & Howell for the Enduro Mail Inserter, located at the Jerry Hammond Center, with a coverage period of August 1, 2010 through July 31, 2011; and
WHEREAS, Bowe Bell & Howell is the manufacturer of the Enduro Mail Inserter and is the only factory trained and authorized service upgrade provider; and
WHEREAS, this contract is in accordance with the provisions of the sole source procurement of the Columbus City Code, Section 329.07; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Technology, in that it is immediately necessary to authorize the Department of Technology (DoT), to enter into an annual maintenance and support contract with Bowe Bell & Howell, for the Enduro Mail Inserter, to continue with services that support daily operation activities, 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 Director of the Department of Technology, now and is hereby authorized to enter into an annual maintenance and support contract with Bowe Bell & Howell, for the Enduro Mail Inserter, in the amount of $19,900.00, with a coverage period of August 1, 2010 through July 31, 2011.
SECTION 2: That the expenditure of $19,900.00 or so much thereof as may be necessary be expended from the Information Services Fund, is hereby authorized as follows:
Div.: 47-02|Fund: 514|Subfund: 001| OCA: 470202| Obj. Level 1: 03|Obj. Level 3: 3372|Amount: $19,900.00
SECTION 3: That the City Auditor is authorized to make any accounting changes to revise the funding source for all contracts or contract modifications associated with this ordinance.
SECTION 4: That this contract is being established in accordance with the sole source provisions of the Columbus City Code, Section 329.07.
SECTION 5: 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 approved nor vetoes the same.