Explanation
BACKGROUND: The Division of Police, Department of Public Safety, needs to purchase a Barracuda Email Archiving equipment. This item is needed so that the Division of Police can store, index, and retrieve all e-mail communication in accordance with public records law more efficiently.
Bid Information: A formal bid was advertised through the Purchasing office (Solicitation No. SA003435) and bids were received on November 19, 2009 for the purchase of the Barracuda Email Archiving, three year-Energizer Updates, and 24/7 technical support. Bids were received from the following vendors:
Southern Computer (Majority) $54,619.65
Tangent Computer (Majority) $57,711.00
SHI International (FBE) $40,122.00
Computer Creations (Majority) $60,815.00
SecureNet Associates $56,697.48
Business Services (Majority) $67,079.98
DLP Technologies (Majority $56,785.00
The Division of Police recommends acceptance of the bid submitted by Southern Computer Warehouse as being the lowest and best bid that met all the specifications. SHI submitted a lower bid that was incomplete because their bid did not include the three year instant replacement, next business day hardware replacement.
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 legislation is requested to expedite the process of the award so the system can be installed as soon as possible to more efficiently comply with the public records law.
Contract Compliance Number: Southern Computer Warehouse - 582214685, expires 9/10/2011.
FISCAL IMPACT: This ordinance authorizes an expenditure of $54,619.65 from the Law Enforcement Seizure Fund for the purchase of a email archiving system. There is no financial impact on the Division of Police's General Fund budget for this purchase.
Title
To authorize and direct the Finance and Management Director, on behalf of the Division of Police, to enter into a contract with Southern Computer Warehouse to purchase the Barracuda Email Archiving equipment; to authorize the expenditure of $54,619.65 from the Law Enforcement Seizure Funds; and to declare an emergency. ($54,619.65)
Body
WHEREAS, the Division of Police needs to purchase a Barracuda Email Archiving equipment; and
WHEREAS, this item will be used by the Police Net personnel to store, index, and retrieve all e-mail communications in accordance with public records law; and
WHEREAS, a formal bid, Solicitation SA003435 Barracuda Email was received by the Purchasing Office on November 19, 2009; and
WHEREAS, Southern Computer Warehouse was the lowest, responsive, responsible and best bidder meeting all specifications; and
WHEREAS, an emergency exists in the usual daily operation of the Division of Police, Department of Public Safety, in that it is immediately necessary to purchase this Barracuda Email Archiving equipment thereby preserving 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 Director of Finance and Management be and is hereby authorized and directed to enter into a contract with Southern Computer Warehouse for the purchase of a Barracuda Email Archiving equipment for the Division of Police, Department of Public Safety.
SECTION 2. That the expenditure of $54,619.65, or so much thereof as may be needed, be and the same is hereby authorized as follows:
DEPT: 30-03 | FUND: 219 | OBJ LEV1: 06 | OBJ LEV 3: 6649 | OCA: 300988 | Sub Fund: 016
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.