Explanation
BACKGROUND: To modify and extend the existing city-wide contract for the option to purchase HP Imaging, Printing Devices, Supplies and Services for the Department of Technology (DoT), the largest user to and including March 31, 2008. Formal bids were opened by the Purchasing Office on January 29, 2004. The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Proposal SA000597JY) FL002132, with Pomeroy It Solutions, Inc. was established in accordance with bids received. Contract compliance # 61-1352158 - expires October 5, 2007.
According to the Excluded Parties Listing of the Federal government this company is not debarred nor are they listed in the Auditor of State's database for Findings for Recovery.
1. Amount of additional funds: The estimated annual expenditure for the contract is $90,000.00. The DoT 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 FL003132 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 service to the City Agency using the Universal Term Contract, this ordinance is be submitted as an emergency.
Title
To authorize and direct the Finance and Management Director to modify and extend the citywide contract for the option to purchase HP Imaging, Printing Devices, Supplies and Services with Pomeroy It Solutions, Inc., and to declare an emergency.
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids, and selected the lowest bid; and
WHEREAS, vendor has agreed to extend FL002132 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 HP Imaging, Printing Devices, Supplies and Services, 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 FL002132 for an option to purchase HP Imaging, Printing Devices, Supplies and 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 and Management Director be and is hereby authorized and directed to modify and extend FL002132 with Pomeroy It 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.