Explanation
Background: The Department of Technology has a need to purchase a new tape library (Enterprise Class Library System) and related services; a storage device containing tape drives and slots to hold tape cartridges, and a barcode reader used to identify cartridges; which hold data and information. The current tape library stores information and data for various City Agencies and is aged and out-dated. The purchase of a new tape library will replace the aged one and will assist the Department of Technology to continue the efforts, as in alignment with the Mayor's initiative, to consolidate the City's Information Technology (IT) services. This purchase is needed prior to the end of this year and will ensure that the City stays compliant with any data protection requirements.
The Department of Technology (DoT) exercised due diligence; utilizing services provided by the Purchasing Office, by completing the competitive bid process to comply with Columbus City Code Section 329. Through this process, formal bid information and documents were prepared and posted on the City's solicitation web site (bid #SA002499) and advertised in the City Bulletin on June 23, 2007.
On June 28, 2007 the Purchasing Office received and opened one bid (1) bid; identified as majority owned vendor; received from Sarcom, Inc., with a total amount of $316,548.00.
Upon completion of reviewing the bid, it was recommended that the award be made to Sarcom, Inc. in the amount of $316,548.00, as they were the only bidder and was deemed, responsive, responsible and best bidder per specification.
This legislation authorizes the Director of the Department of Finance and Management, on behalf of the Department of Technology, to establish a purchase order for the purchase of a tape library system and related services from Sarcom, Inc.
This company is not debarred according to the Federal excluded parties listing or prohibited from being awarded a contract according to the Auditor of State unresolved findings for recovery certified search.
Fiscal Impact: Funds for this purchase, totaling $316,548.00 have been identified and are available within the Information Services Capital Improvement Fund ($100,000.00) and within the Department of Technology's Information Services fund ($216,548.00). This is the first time that the Department of Technology has made a purchase with respect to an Enterprise Tape Library System this year.
Emergency: emergency legislation is requested to facilitate the purchase and installation of the new system to mitigate any risk associated with the storage of citywide data and information.
Contract Compliance: 311052674 Expiration Date: 07/20/2009
Title
To authorize the Director of the Department of Finance and Management, on behalf of The Department of Technology, to establish a purchase order with Sarcom, Inc. for the purchase of a Enterprise Tape Library System; to authorize the expenditure of $100,000.00 from the Department of Technology, Information Services capital improvement fund; and to authorize the expenditure of $216,548.00 from the Department of Technology's Information Services fund; and to declare an emergency. ($316,548.00)
Body
WHEREAS, the Department of Technology has a need to purchase a new tape library (Enterprise Class Library System) and related services; a storage device containing tape drives and slots to hold tape cartridges, and a barcode reader used to identify cartridges; which hold data and information; and
WHEREAS, the purchase of a new tape library will replace the aged one and will assist the Department of Technology to continue the efforts, as in alignment with the Mayor's initiative, to consolidate the City's Information Technology (IT) services; and
WHEREAS, the Department of Technology exercised due diligence by undergoing a formal bid process in compliance with Columbus City Code Section 329; and
WHEREAS, that the City Auditor is authorized to make any accounting changes to revise the funding source for all contracts or contract modifications associated with this ordinance; and
WHEREAS, an emergency exists in the usual and daily operation of the Department of Technology in that it is necessary to purchase the Enterprise Tape Library System and related services from Sarcom, Inc., 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 Director of the Department of Finance and Management, on behalf of the Department of Technology now and is hereby authorized to establish a purchase order with Sarcom, Inc. for the purchase of an Enterprise Tape Library System and any related services, in the amount of $316,548.00.
SECTION 2: That for the purpose of paying the costs referred to in Section 1, the expenditure of $316,548.00 or so much thereof as may be necessary from the Information Services capital improvement fund, and from the Information Services fund, is hereby authorized as follows:
Div.: 47-02|Fund: 514|Project Name: Enterprise System Upgrades| Project No.: 470047| Project OCA: 514047| Obj. Level 1: 06|Obj. Level 3: 6649|Amount: $100,000.00
Div.: 47-01|Fund: 514|SubFund: 650|OCA Code: 514650|Obj. Level 1: 06|Obj. Level 3: 6649|Amount: $216,548.00
SECTION 3: That the City Auditor is authorized to make any accounting changes to revise the funding source for all contracts or contract modifications associated with this ordinance.
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 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.