Explanation
BACKGROUND:
This legislation authorizes the Director of the Department of Technology to enter into a contract with the Xerox Corporation, for annual printer maintenance support services, effective October 1, 2011 through September 31, 2012, in the amount of $90,336.00. These printer systems provide high volume printing support services critical to many city applications such as payroll, wage and tax statements, Auditor's warrants, jury summons, income tax forms and water bills.
An Invitation to Bid (SA004006) was published in June 2011. The solicitation received only (1) one offer to provide printer maintenance support services for the term period from October 1, 2011 through September 31, 2012. After reviewing the only bid that was submitted, it was recommended that the award be made to Xerox Corporation in the amount of $90,336.00, as they were deemed to be the overall lowest, responsive, responsible and best bidder per specification.
The cost for the 2011 annual maintenance support services for the period of October 1, 2011 through September 31, 2012 is $90,336.00, with $894.00 contingency funds included to be utilized in the event of excess prints, overruns and/or any unforeseen circumstances. Earlier this year, the Department of Technology legislated $44,854.64 (Ord. # 0404-2011, EL011569), with Xerox Corporation for annual maintenance and support services for the period April 1, 2011 through September 30, 2011, with $5,000.00 contingency funds included to be utilized in the event of excess prints, overruns and/or any unforeseen circumstances. The Department of Technology requests that the passage of this ordinance will also provide for the extension of existing purchase order (EL011569) and funds through December 31, 2011.
EMERGENCY DESIGNATION:
Emergency designation is being requested to immediately facilitate prompt payment; to continue with services that are necessary to support daily operations; to ensure no service interruptions.
FISCAL IMPACT:
During fiscal years 2009 and 2010, $77,966.88 and $88,000.00 were legislated respectively with the Xerox Corporation for annual printer maintenance support services. As a result of earlier legislation (Ord. # 0404-2011, EL011569), additional funding for annual printer maintenance support services is needed for the term period October 1, 2011 through September 31,2012. Funds to cover the cost are available within the Department of Technology, Information Services Fund 2011 Budget as a result of cost savings from other contract expenditures being lower than budgeted; The total contract amount is $90,336.00, as this annual printer maintenance support services contract with the Xerox Corporation was bid through the Department of Technology and is therefore considered a new contract.
CONTRACT COMPLIANCE NUMBER:
Vendor Name: Xerox Corporation CC #: 16 - 0468020 Expiration Date: 03/03/2013
Title
To authorize the Director of the Department of Technology to enter into a contract with Xerox Corporation for annual printer maintenance support services and additional contingency funds included to be utilized in the event of excess prints, overruns and/or any unforeseen circumstances; to authorize the expenditure of $90,336.00 from the Department of Technology, Information Services Division, internal services fund; and to declare an emergency. ($90,336.00)
Body
WHEREAS, an Invitation to Bid (SA004006) was published in June 2011. The solicitation received only (1) one offer to provide printer maintenance support services for the term period from October 1, 2011 through September 31, 2012. After reviewing the only bid that was submitted, it was recommended that the award be made to Xerox Corporation in the amount of $90,336.00, as they were deemed to be the overall lowest, responsive, responsible and best bidder per specification; and
WHEREAS, this ordinance requests the approval of $894.00 for contingency funding within the $90,336.00 for the period October 1, 2011 through September 31,2012, to be utilized in the event of excess prints, overruns and/or any unforeseen circumstances and will also provide for an extension of an existing purchase order (EL011569) and funds through December 31, 2011; and
WHEREAS, an emergency exists in the usual and daily operations of the Department of Technology in that it is necessary to immediately enter into a contract with Xerox Corporation for annual maintenance support services for two printing systems to facilitate prompt contract execution and related payment for services, for the immediate preservation of 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 Director of the Department of Technology be and is hereby authorized to enter into a contract with the Xerox Corporation, for annual printer maintenance support services, effective October 1, 2011 through September 31, 2012, in the amount of $90,336.00. This ordinance requests the approval of $894.00 for contingency funding within the $90,336.00, to be utilized in the event of excess prints, overruns and/or any unforeseen circumstances. This ordinance also requests to extend an existing purchase order (EL011569) and the associated funds through December 31, 2011.
SECTION 2: That for the purpose stated in Section 1, the expenditure of $90,336.00 or so much thereof as may be necessary is hereby authorized to be expended from:
Division: 47-02| Fund: 514 |Subfund: 001| OCA Code: 470202| Obj. Level One: 03 | Obj. Level Three: 3372| Amount: $89,442.00
Division: 47-02| Fund: 514 |Subfund: 001| OCA Code: 470202| Obj. Level One: 03 | Obj. Level Three: 3372| Amount: $894.00
SECTION 3: That the City Auditor is authorized to make any accounting changes to revise the funding source associated with this contract modification and expenditure of funds associated with this contract.
SECTION 4: 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.