Explanation
BACKGROUND: This ordinance is for the option to purchase Lenovo Computers and Accessories for the Department of Technology and other city agencies. This contract is necessary in order to purchase Lenovo Computers and Accessories for the various agencies throughout the City. The proposed contract will be in effect from the date of execution by the City up to and including April 30, 2017. The contract may be extended for one (1) year, or a portion thereof, subject to mutual agreement by both parties. The Purchasing Office opened formal bids on July 24, 2014.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation SA005495). Two hundred fifty-five (255) bids were solicited (MBR: 5; M1A: 11; F1: 2; AS1: 1). Two (2) bids were received (M1A: 1).
The Purchasing Office is recommending award of the contract to the overall lowest, responsive, responsible and best bidder:
Brown Enterprise Solutions (M1A) CC# 900353698, exp. 01/31/2016
Total Estimated Annual Expenditure: $500,000.00
This company is not debarred according to the Federal Excluded Parties Listing or the State Auditor's Findings For Recovery Database.
This ordinance is being submitted as an emergency because the City need this contract to be in place when the other computer contracts are in place. The ordinances for the other computer contracts have been submitted as emergencies. Without emergency action, no less than 37 days will be added to this procurement cycle and the ability to provide needed Lenovo Computers and Accessories for various city agencies will be slowed.
FISCAL IMPACT: Funding to establish this option contract is from the General Fund. The Department of Technology will be required to obtain approval to expend from their own appropriations for their estimated annual expenditures.
Title
To authorize the Finance and Management Director to enter into contract for the option to purchase Lenovo Computers and Accessories with Brown Enterprise Solutions; to authorize the expenditure of $1.00 to establish the contract from the General Fund; and to declare an emergency. ($1.00)
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids on July 24, 2014 and selected the overall lowest, responsive, responsible and best bid; and
WHEREAS, this ordinance addresses Purchasing objectives 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, in order to ensure the contract for Lenovo Computers and Accessories is in place when the Hewlett Packard and Dell Computers and Accessories contracts are n place, and the current contracts for Hewlett Packard and Dell Computers and Accessories expire on September 30, 2014, this is being submitted for consideration as an emergency measure; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Technology in that it is immediately necessary to enter into a contract for the option to purchase Lenovo Computers & Accessories so computers and accessories are not interrupted; 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 to enter into the following contract for the option to purchase Lenovo Computers and Accessories for the Department of Technology and other city agencies, for the term ending April 30, 2017, with the option to extend for one (1) additional year period in accordance with Solicitation No. SA005495 as follows:
Brown Enterprise Solutions, All items, $1.00
SECTION 2. That the expenditure of $1.00 is hereby authorized from the General Fund, Organization Level 1: 45-01, Fund 10, OCA: 450047, Object Level 3: 2270 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.