Explanation
BACKGROUND: For the option to purchase Computers, Servers, Laptops, Peripherals, Accessories and Related Services for the Department of Technology, the largest user. The term of the proposed option contract will be three years with two (2) one-year options to renew if mutually agreed.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation No. SA000246JY). Two hundred seventy-four (MAJ:248, MBR:5, MBE:17, FBE:4) bids solicited; nineteen (MAJ:15, MBR:1, MBE:3) bids received. The Purchasing Office is recommending award of a contract to the lowest, responsive and responsible bidder:
Smart Solutions , MBR (Minority Business Registration), CC# 34-1403269,
Estimated Annual Expenditure: $750,000.00
Since additional legislation will most likely be necessary for any division to purchase off the option contract, this ordinance is submitted as an emergency. Without this 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 the option contract is budgeted in the Purchasing Contract Account. The Department of Technology 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 one contract for an option to purchase Computers, Servers, Laptops, Peripherals, Accessories and Related Services, with Smart Solutions, and to authorize the expenditure of one dollar to establish the contract from the Purchasing/Contract Operation Fund, and to declare an emergency. ($1.00)
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids on February 6, 2003 and selected the lowest, responsive and responsible 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, an emergency exists in the usual daily operation of the Purchasing Office in that it is immediately necessary to enter into one contract for an option to purchase Computers, Servers, Laptops, Peripherals, Accessories and Related 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 Director be and is hereby authorized and directed to enter into one contract for an option to purchase Computers, Servers, Laptops, Peripherals, Accessories and Related Services in accordance with Solicitation No. SA000246JY as follows:
Smart Solutions, Item(s):1-21, Amount: $1.00
No award is being made on items 22-63. Separate legislation is being processed for items awarded, but not listed.
SECTION 2. That the expenditure of 2.00 is hereby authorized from Purchasing Contract Account, Organization Level 1: 45-01, Fund: 05-516, Object Level 3: 2270, OCA: 451120, 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.