Explanation
BACKGROUND:
Need: The Division of Police needs to lease three (3) high volume copy machines and one (1) color copier for the Division's Print Shop. These machines are needed for the high volume of copying, 600,000 - 750,000 copies per month, for the entire division.
Bid Information: Formal Bid # SA000443RFM was opened on May 15, 2003. In reviewing all of the bids received, Purchasing Office and Division of Police personnel rejected all of the bids. The bid from the Xerox Corporation met all of the Division's specifications but due to terms and conditions on their bid proposal; this bid is non-responsive. The Division of Police wishes to negotiate with the Xerox Corporation to have these terms and conditions revised; therefore competitive bidding must be waived.
Contract Compliance No.: 16-0468020
Emergency Designation: Emergency legislation is needed because existing contract with Xerox will expire in July 2003.
FISCAL IMPACT: $95,000.00 is budgeted in the General Fund for the lease of copiers for the Division of Police. The lease of three of these copiers are part of these funds. The fourth copier will be funded from the Law Enforcement Seizure Fund. $108,720.00 was spent or encumbered in 2002 for three copiers.
Title
To authorize and direct the Finance Director to contract for the lease of copy machines for the Division of Police, to authorize the expenditure of $93,212.04 from the General and the Law Enforcement Seizure Funds, to waive the provisions of competitive bidding. ;and to declare an emergency. ($93,212.04)
Body
WHEREAS, the Department of Public Safety, Division of Police's Print Shop needs to maintain three (3) high-speed copiers and one (1) color copier in order to provide the volume of required reproduction services needed for the Division and the public; and
WHEREAS, a formal bid opening was held on May 15, 2003 for the lease of four high volume copiers for the Division of Police, Department of Public Safety; and
WHEREAS, all bids received were rejected because bids did not meet specifications and contract terms and conditions were not acceptable; and
WHEREAS, funds from the Law Enforcement Seizure Funds will supplement not supplant the General Fund for the payment of leasing of one of these copy machines; and
WHEREAS, the need to lease these copiers is urgent, the Division of Police recommend that the City negotiate with the lowest and best bidder meeting specifications now therefore:; and
WHEREAS, an emergency exists in the daily operation of the Division of Police, Department of Public Safety, in that it is immediately necessary to enter into contract for the lease of high volume copiers for the immediate preservation of the public peace, health, 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 with Xerox Corporation for the lease of three high volume copiers and one color copier for the Division of Police, Department of Public Safety, based on the above vendor's bid being the lowest and best bid meeting all specifications.
Section 2. That in accordance with the provisions of Section 329.27 (Waiver of Regulations) of the Columbus City codes, this City Council determines that it is in the best interests of the City that Section 329.06 (Competitive Sealed Bidding) of the Columbus City codes, be and is hereby waived.
Section 3. That the expenditure of $93,212.04 or so much thereof as may be needed, be and the same is hereby authorized as follows:
Div Fund OCA Obj. Level (1) Obj. Level (3) Amount
30-03 010 300764 03 3303 56,972.04
30-03 219 301838 03 3303 36,240.00
Section 4. That for the reasons stated in the preamble hereto, which is hereby made a part thereof, 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 it the Mayor neither approves nor vetoes the same.
That this ordinance shall take effect and be in force from and after the earliest period allowed by law.