Explanation
BACKGROUND: To modify and extend the existing city-wide contracts for the option to purchase Dell and HP Computers, Servers, Laptops, Peripherals and related Accessories for the Department of Technology (DoT), the largest user to and including March 31, 2008. Formal bids were opened by the Purchasing Office on February 6, 2003. The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06. (Proposal No. SA000246JY). Contract numbers FL001696 and FL001717, with Resource One Computer Systems and Smart Solutions, Inc., respectively, were established in accordance with bids received. Their contract compliance numbers are 31-1419297 (expires February 21, 2009) and 34-1403269 (expires June 4, 2007), respectively.
The companies are not debarred according to the Excluded Parties Listing of the Federal government and are not listed in the Auditor of State's database for Findings for Recovery.
1. Amount of additional funds: The estimated annual expenditure for these contracts is $600,000.00. The Department of Technology must obtain approval to expend from their own budgeted funds for their estimated expenditures.
2. Reason additional needs were not foreseen: The need was foreseen. An extension is provided for in the original contract.
3. Reason other procurement processes not used: The DoT, the largest user, recommends that FL001696 and FL001717 be extended to continue daily operational needs while the Department conducts research and evaluates the market to execute specifications for a new bid.
4. How cost was determined: The cost, terms and conditions are in accordance with the original agreement
FISCAL IMPACT: No funding is required to extend the option contracts. The DoT must set aside their own funding for their estimated expenditures.
To maintain an uninterrupted supply of equipment to the City Agencies using the Universal Term Contracts, this ordinance is be submitted as an emergency.
Title
To authorize and direct the Finance and Management Director to modify and extend the citywide contracts for the option to purchase Dell and HP Computers, Servers, Laptops, Peripherals and related Accessories with Resource One Computer Systems and Smart Solutions, Inc. respectively, and to declare an emergency.
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids, and selected the lowest bids; and
WHEREAS, the vendors have agreed to extend FL001696 and FL001717 at current prices and conditions to and including March 31, 2008, and it is in the best interest of the City to exercise this option; and
WHEREAS, in order to avoid a lapse in our ability to provide contractual Dell and HP Computers, Servers, Laptops, Peripherals and related Accessories, this is being submitted for approval 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 extend FL001696 and FL001717 for an option to purchase Dell and HP Computers, Servers, Laptops, Peripherals and related Accessories, respectively, 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 modify and extend FL001696 with Resource OneComptuer Systems and FL001717 with Smart Solutions, Inc. to and including March 31, 2008.
SECTION 2. That this modification is in accordance with Section 329.16 of the Columbus City Codes.
SECTION 3. 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 approves nor vetoes the same.