Explanation
BACKGROUND: This ordinance authorizes the option to purchase Adobe Software for the Department of Technology and all city agencies.
The term of the proposed option contract will be through September 30, 2017 with the option to extend one additional year, subject to mutual agreement by both parties, in accordance with formal bid SA005604. The Purchasing Office opened formal bids on October 9, 2014. The contract will provide for the use of Adobe catalog items throughout the City.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation No. SA005604). Three hundred five (305) bids were solicited (MAJ:286, MBR:8, M1A:8, F1:5, AS1:4) Four (4) bids were received (MAJ:2, MBR:1, MIA:1).
The Purchasing Office is recommending award of a contract to the lowest responsive, responsible and best bidder:
SHI International Corp., CC# 223009648 (MAJ), exp. 10/29/2015
Total Estimated Annual Expenditure: $80,000.00
This company is not debarred according to the Excluded Parties listing of the Federal Government and is not listed in the Auditor of States database for Findings for Recovery.
This ordinance is being submitted as an emergency because without emergency action no less than 37 days will be added to the procurement cycle and the efficient delivery of valuable public services will be slowed.
FISCAL IMPACT: Funding to establish this option contract is from the General Fund. City Agencies will be required to obtain approval to expend from their own appropriations for their estimated annual expenditures.
Title
To authorize the Finance and Management Director to enter into a contract for the option to purchase Adobe Software with SHI International Corp. and to authorize the expenditure of one dollar ($1.00) to establish this contract from the General Fund; and to declare an emergency.
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids on October 9, 2014 and selected the lowest responsive, responsible and best bid; and
WHEREAS, this ordinance addresses the Purchasing objective of 1) maximizing the use of City resources by obtaining optimal products/services at low prices 2) encouraging economic development by improving access to City bid opportunities and 3) providing effective option contracts for the Department of Technology, and other city agencies and to efficiently maintain their supply chain and service to the public; and
WHEREAS, in order to maintain a supply of Adobe software for the Department of Technology and other City agencies, 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 and other city agencies in that it is immediately necessary to enter into a contract for the option to purchase Adobe software 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 the option to purchase Adobe software for the term ending September 30, 2017 with the option to extend for one additional year subject to mutual agreement by both parties in accordance with Solicitation No. SA005604 as follows:
SHI International Corp., all items: Amount $1.00
SECTION 2. That the expenditure of $1.00 is hereby authorized from the General Fund, Organization Level 1: 45-01, Fund 10, OCA: 450047, Object Level 3: 2270 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.