Explanation
BACKGROUND: To modify two existing city-wide univeral term contracts (UTC's) for 35 and 55 CPM/PPM Digital Copiers/Printers (UTC) for all City agencies (FL001094 and FL001332 respectively), with the Police Division being one of the largest users, to accommodate a change in vendor name and federal identification number. During the term of the contracts, the company name changed from Panasonic Copier Company of Central Ohio to DISC (Digital Imaging Solutions Co.) and their federal identification number (31-1359691) remainded the same. Effective February 3, 2006, DISC (Digital Imaging Solutions Co.) was purchased by COMDOC Inc. COMDOC Inc. has notified the City of this change and will honor these agreements that DISC has had with the City of Columbus. The federal identification number for COMDOC Inc. is 31-0813593. This supplier is not listed in the Federal Excluded Parties Listing or the State Auditor's Findings For Recovery Database.
1. Amount of additional funds: No additional funds are needed.
2. Reason additional needs were not foreseen: N/A
3. Reason other procurement processes not used: N/A
4. How cost was determined: The cost, terms and conditions are in accordance with original agreements and permitted modifications.
FISCAL IMPACT: No funding is required to modify these universal term contracts (UTC's). Each agency must set aside their own funding for their estimated expenditures.
In order to provide uninterrupted service and supply to all City agencies, this ordinance is being submitted as an emergency.
Title
To authorize and direct the Finance and Management Director to modify two of the citywide universal term contracts for 35 and 55 CPM/PPM Digital Copiers/Printers (UTC), to accommodate a change in vendor name and federal identification number as a result of a company purchase and to declare an emergency.
Body
WHEREAS, the Purchasing Office intially advertised and solicited formal bids, and selected the lowest bidders; and
WHEREAS, one of the companies, DISC has been purchased by COMDOC Inc. and COMDOC Inc. has agreed to honor the contract agreements FL001094 and FL001332 formerly held by DISC (Digital Imaging Solutions Co.) and it is in the best interest of the City to modify said universal term contracts; and
WHEREAS, these contracts have already expired for new acquistions but are still in effect for three years after the date of equipment installation and an emergency measure is required to continue making lease, maintenance and supply payments for these digital copiers that are necessary for meeting operation needs; and
WHEREAS, an emergency exists in the usual daily operation of the City in that it is immediately necessary to modify FL001094 and FL001332 for 35 and 55 CPM/PPM DIgital Copiers/Printers (UTC) to provide uninterrupted service and supply to all City agencies, 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 universal term contracts FL001094 and FL001332.
SECTION 2. That blanket purchase orders issued referencing these specific universal term contracts, in accordance with this modification, will be issued to COMDOC Inc., federal identification number 31-0813593.
SECTION 3. That in accordance with Chapter 329, Section 329.16 of the Columbus City Code, this Council finds the best interest of the City is served by modifying FL001094 and FL001332.
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.