Explanation
BACKGROUND:
Need: The Division of Police needs to lease two (2) 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, 400,000 - 500,000 copies per month, for the entire division.
Bid Information: Formal Bid # SA002263 was opened on January 4, 2007. Six responses were received. MT Business Technologies was the low numerical bid but did not meet specifications. The next low bid, Gordon Flesch Company Inc. met all specifications. The Division of Police recommended award to Gordon Flesch Company Inc. in the amount of $106,668.00 for the first twelve months of a thirty-six month lease and maintenance.
Contract Compliance No.: 390993125, expires 01/22/2009
The company is not debarred according to the Excluded Party Listing System of the Federal Government or prohibited from being awarded a contract according to the Auditor of State Unresolved Findings for Recovery Certified Search.
Emergency Designation: Emergency legislation is needed because existing contract has expired.
FISCAL IMPACT: $95,000.00 is budgeted in the General Fund for the lease of copiers for the Division of Police and funds are budgeted for the maintenance of equipment that will be sufficient for this maintenance.
Title
To authorize and direct the Finance and Management Director to contract with the Gordon Flesch Company Inc. for the lease and maintenance of copy machines for the Division of Police, to authorize the expenditure of $106,668.00 from the General Fund; and to declare an emergency. ($106,668.00)
Body
WHEREAS, the Department of Public Safety, Division of Police's Print Shop needs to maintain two 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 January 4, 2007 for the lease of three digital copiers/scanners/printers for the Division of Police, Department of Public Safety; and
WHEREAS, six responses were received and Gordon Flesh Company Inc. was the lowest, most responsive, responsible and best bidder; and
WHEREAS, the need to lease these copiers is urgent for the Division of Police due to the fact that the current lease for copiers has expired; 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 and maintenance of digital copiers/scanners/printers 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 and Management Director be and is hereby authorized and directed to enter into contract with Gordon Flesch Company Inc. for the lease and maintenance of two digital copiers/scanners/printers 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 the expenditure of $106,668.00 or so much thereof as may be needed, be and the same is hereby authorized as follows:
| DIV 30-03 | FUND 010 | OBJ LEVEL (1) 03 | OBJ LEVEL (3) 3303 | OCA 300764| $85,668.00 |
and
| DIV 30-03 | FUND 010 | OBJ LEVEL (1) 03 | OBJ LEVEL (3) 3372 | OCA 300764 | $21,000.00 |
Section 3. 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.