Explanation
BACKGROUND: To establish a contract for the option to purchase HP Imaging, Printer Group Devices for the Department of Technology, the largest user. The term of the proposed option contract will be two years with an option to renew for two additional one-year periods if mutually agreed. Contract expiration date: March 31, 2006.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation No. SA000597). Two hundred fifty-two (MAJ: 252), twenty (M1A: 20), four (F1:4) and five (MBR: 5) bids were solicited; and twelve (MAJ: 12), two (M1A: 2) two (F1: 2), two (MBR: 2) bids were received.
The Purchasing Office is recommending award of a contract to the lowest, responsive, responsible and best bidder:
Pomeroy IT Solutions, Inc., MAJ, CC#61-1352158, $1.00
Total Estimated Annual Expenditure: $200,000.00
This company is not debarred according to the Excluded Party Listing System of the Federal Government.
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.
FISCAL IMPACT: Funding to establish this option contract is budgeted in the Purchasing Contract Account. Any City agency using this contract will be required to obtain approval to expend from their own appropriations for their estimated annual expenditures.
Title
To authorize and direct the Finance Director to enter into contract for an option to purchase HP Imaging, Printer Group Devices, with Pomeroy IT Solutions, Inc., to authorize the expenditure of one dollar to establish the contract from the Purchasing/Contract Account and to declare an emergency. ($1.00)
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids on January 29, 2004 and selected the lowest, responsive, responsible and best bid; and
WHEREAS, this emergency 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 contract for City agencies to efficiently maintain their supply chain and service to the public; and
WHEREAS, this ordinance is being submitted as an emergency measure so a supply chain for the purchase of HP Imaging, Printer Group Devices can be established to ensure City employees required to print documents to conduct City business do not experience interruptions in their ability to purchase printing devices and without emergency action, no less than thirty-seven days will be added to the procurement cycle and the efficient delivery of valuable public services will be slowed; and
WHEREAS, an emergency exists in the usual daily operation of the Purchasing Office in that it is immediately necessary to enter into a contract for an option to purchase HP Imaging, Printer Group Devices, 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 enter into contract for an option to purchase HP Imaging, Printer Group Devices in accordance with Solicitation No. SA000597 as follows:
Pomeroy IT Solutions, Inc.; All Items, Amount: $1.00
SECTION 2. That the expenditure of $1.00 is hereby authorized from Purchasing Contract Account, Organization Level 1: 45-01, Fund: 05-517, Object Level 3: 2270, OCA: 451130, 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.