Explanation
BACKGROUND: This ordinance authorizes the Finance and Management Director to enter into a contract for the option to purchase preventative and corrective maintenance and corrective repair services at the Arlingate and Hammond Center Facilities for the Department of Technology. These services are used by the Department of Technology to maintain and repair specified refrigeration units and their related systems. These refrigeration units are used to keep computer servers and other equipment at optimal temperatures, to ensure their current functioning. The term of the proposed option contract will be through March 31, 2014 with the option to extend this contract for Two (2) additional one year periods or portion thereof if mutually agreed upon. The Purchasing Office opened formal bids on January 19, 2012.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation No. SA004213). Ninety (90) Bids were solicited: (M1A-10:F1-2). Eight (8) Bids were received. The Purchasing Office is recommending award to the lowest, responsive, responsible and best bidder:
American Mechanical Group, Inc. CC#371480212 (expires 12-29-2013)
Total Estimated Annual Expenditure: $50,000.00
This company is not debarred according to the Federal Excluded Parties 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.
FISCAL IMPACT: Funding to establish this option contract is budgeted in the Mail, Print Services and UTC Fund. The Department of Technology 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 preventative and corrective maintenance and corrective repair services at the Arlingate and Hammond Center Facilities for the Department of Technology with American Mechanical Group, Inc.; to authorize the expenditure of one dollar to establish the contract from the Mail, Print Services and UTC Fund. ($1.00)
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids December 21, 2011 and opened responses on January 19, 2012 and selected the lowest responsive, and responsible and best bidders; 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 purchase of preventative and corrective maintenance and corrective repair services at the Arlingate and Hammond Center Facilities for the Department of Technology; and
WHEREAS, the contract will be in effect for two (2) years to and including March 31, 2014, with the option to extend for Two (2) additional one year periods or portion thereof subject to mutual agreement of both parties; and
WHEREAS, these preventative and corrective maintenance and corrective repair services at the Arlingate and Hammond Center Facilities will enable the Department of Technology to maintain their operations, this is being submitted for consideration; 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 contracts for an option to purchase preventative and corrective maintenance and corrective repair services at the Arlingate and Hammond Center Facilities for the Department of Technology in accordance with Solicitation No. SA004213 for the term ending March 31, 2014 with the option to extend for Two (2) additional one year periods or portion thereof subject to mutual agreement of both parties as follows:
American Mechanical Group, Inc., All Items : Amount $1.00
SECTION 2. That the expenditure of $1.00 is hereby authorized from the Mail, Print Services and UTC Fund, Organization Level 1: 45-01, Fund: 05-517, Object Level 3: 2270, OCA: 451130, to pay the cost thereof.
SECTION 3. That this Ordinance shall take effect and be in force from and after the earliest period allowed by law.