Explanation
BACKGROUND: This ordinance is for the creation of a Universal Term Contract for the option to purchase the secured Removal and Destruction, or testing, sanitizing and return services for used Technology Equipment on an as needed basis by the Department of Technology and various other City agencies. These services are necessary to prevent possible security breaches of sensitive information and will further advance the City's commitment to recycle or dispose of City waste in an environmentally friendly manner. The term of the proposed option contract would be through November 30, 2015 with the option to renew for one (1) additional year subject to mutual agreement. The Purchasing Office opened formal bids on November 7, 2013
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation No. SA005155). Two Hundred Ten (210) Bids were solicited: (MBR-5, M1A-4, F1-1) Four (4) Bids were received.
The Purchasing Office is recommending award to the lowest, responsive, responsible and best bidder:
TechR2, LLC CC#830421014 (expires 11-7-2015)
Total Estimated Annual Expenditure: $15,000.00
This company is not debarred according to the Federal Excluded Parties Listing or the State Auditor's Findings For Recovery Database.
This ordinance is being submitted as an emergency because, without emergency action, secure Removal and Destruction of, or testing, sanitizing and return of Technology Equipment will not be maintained and the efficient operations of the Department of Technology will be slowed.
FISCAL IMPACT: Funding to establish this option contract is from the Mail, Print Services and UTC Fund. The Various city Divisions will be required to obtain approval to expend from their own appropriations for their estimated annual expenditures.
Title
To authorize the Finance & Management Director to enter into a contract for the option to purchase the secured Removal and Destruction, or testing, sanitizing and return services for used Technology Equipment on an as needed basis with TechR2 LLC to authorize the appropriation and expenditure of one (1) dollar to establish the contract from the Mail, Print Services and UTC Fund, and to declare an emergency. ($1.00)
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids on November 7, 2013 and selected the lowest responsive, responsible and best bidder; and
WHEREAS, this ordinance addresses Purchasing objective 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 the secured Removal and Destruction, or testing, sanitizing and return services for used Technology Equipment on an as needed basis; and
WHEREAS, these secured Removal and Destruction , or testing, sanitizing and return services for used Technology Equipment on an as needed basis are necessary to allow the Department of Technology and various other divisions of the City to safely dispose of Technology Equipment while protecting sensitive information, this is being submitted for consideration as an emergency measure; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Technology, in that it is immediately necessary to enter into a contract for an option to purchase the secured Removal and Destruction, or testing, sanitizing and return services for used Technology Equipment on an as needed basis, 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 to enter into the following contract for an option to purchase the secured Removal and Destruction, or testing, sanitizing and return services for used Technology Equipment on an as needed basis for the term ending November 30, 2015 with the option to extend this contract subject to mutual agreement for one (1) year in accordance with Solicitation No. SA005155 as follows:
TechR2, LLC: All. Items Amount $1.00
SECTION 2. To authorize the appropriation of $1.00 from the Mail, Print Services UTC Fund: Organization Level 1: 45-01, fund 05-517, Object Level 3: 2270, OCA 451130.
SECTION 3. That the expenditure of $1.00 is hereby authorized from the Mail, Print Services UTC Fund: Organization Level 1: 45-01, Fund 05-517, Object Level 3: 2270, OCA: 451130 to pay the cost thereof.
SECTION 4. 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.