Explanation
BACKGROUND: To modify and extend the existing city-wide contracts for the option to purchase or lease/purchase 35 cpm/ppm Digital Copier Systems and associated services for the Department of Public Safety, Division of Fire, the largest user, and all other City agencies, to and including November 15, 2005. Additionally, this legislation will change the name and federal identification number for Copiers & More, Inc. due to a company sale and purchase by ABS Business Products, Inc. on February 11, 2005. ABS Business Products, Inc. has agreed to honor the contractual agreements that Copiers & More, Inc. has with the City of Columbus. The Purchasing Office had previously advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation No. SA000109RFM). FL001090 with MT Business Technologies, Inc.; FL001094 with Digital Imaging Solutuions Co. (D.I.S.C.); and FL001097 with ABS Business Products, Inc. (formerly Copiers & More, Inc.) were established in accordance with bids received. Their respective contract compliance numbers are: 34-0376420, 31-1359691 and 31-0990520 (formerly 31-1333600). These suppliers are not listed in the Federal Excluded Parties Listing or the State Auditor's Findings for Recovery Database.
1. Amount of additional funds: There is no additional funding necessary to extend the option contracts. The estimated annual expenditure for agencies using the contracts is $125,000.00 per contract. The Division of Fire and all other City agencies must obtain approval to expend from their own budgeted funds for their estimated expenditures
2. Reason additional needs were not foreseen: Due to increased workload, a new bid for these digital copiers and associated services was not processed in time to have new contracts in place prior to expiration dates on the current contracts. A new bid will be pursued this year.
3. Reason other procurement processes not used: No lower pricing/more attractive terms and conditions are anticipated at this time. The contracts have provisions for newer equipment when models have been discontinued and replaced with no increase in pricing.
4. How cost was determined: The cost, terms and conditions are the same or less than the original contracts and any subsequent modifications to those contracts.
FISCAL IMPACT: No funding is required to extend the option contract(s). City Agencies must set aside their own funding for their estimated expenditures.
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.
Title
To authorize and direct the Finance Director to modify and extend the citywide contract for the option to purchase or lease/purchase 35 cpm/ppm Digital Copier Systems and associated services with the following three suppliers: DISC (Digital Imaging Solutions Co.), MT Business Technologies, Inc. and ABS Business Products, Inc. (formerly Copiers & More Inc.), and to declare an emergency.
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids and selected the lowest bid(s); and
WHEREAS, suppliers have agreed to modify and extend for a portion of a year FL001090, FL001094 and FL001097 at current prices and conditions to and including November 15, 2005, and it is in the best interest of the City to exercise this option; and
WHEREAS, ABS Business Products, Inc. has purchased Copiers & More, Inc. and has agreed to honor past, present and future purchase orders from FL001097, and
WHEREAS, this is being submitted for approval as an emergency measure in order to continue providing purchase/lease options for 35 cpm/ppm digital copiers and associated services to ensure that there is minimal interruption in the production of critical agency communications; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Public Safety, Fire Division in that it is immediately necessary to modify and extend FL001090, FL001094 and FL001097 for an option to purchase or lease/purchase 35 cpm/ppm digital copier systems and associated 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 Director be and is hereby authorized and directed to approve the assignment of FL001097 with the name change and federal identification number change as follows: ABS Business Products, Inc. (31-0900520) has purchased Copiers & More, Inc. (31-1333600.) In addition, this assignment is effective for all past, present and future purchase orders issued under FL001097.
SECTION 2. That the Finance Director be and is hereby authorized and directed to modify and extend FL001090 with MT Business Technologies, Inc.; FL001094 with Digital Imaging Solutions Co.; and, FL001097 with ABS Business Products, Inc. (formerly Copiers & More, Inc.) to and including November 15, 2005.
SECTION 3. That this modification is in accordance with Section 329.16 of the Columbus City Code.
SECTION 4. 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.