Explanation
BACKGROUND: The Department of Finance and Management desires to participate in a cooperative purchasing contract established by the Solid Waste Authority of Central Ohio (SWACO), as permitted under Ohio Revised Code Section 9.48, for technology disposal services.
This legislation authorizes the Finance and Management Director to establish a Universal Term Contract (UTC) for the option to purchase technology disposal services with Columbus Micro Systems, Inc. The Department of Technology is the primary user for technology disposal. Monitors, hard drives, and keyboards are disposed of securely in an environmentally responsible manner. The term of the proposed option contract would be approximately two (2) years, expiring December 31, 2027, with the option to renew for two (2) additional one-year terms, or a portion thereof. SWACO conducted a public, competitive selection RFP process for these services and opened proposals on October 30, 2024. Upon consideration of the proposals received, SWACO determined that AVAY, LLC and Columbus Micro Systems, Inc. are qualified to provide technology disposal services and approved a contract award to each. The Purchasing Office, in consultation with the Department of Technology, is recommending that the City’s contract be established with Columbus Micro Systems, Inc., who is the City’s current provider of technology disposal services and who has been a responsible, responsive, and cost-effective service provider to the City under the existing contract.
Vendor: Columbus Micro Systems, Inc., CC# 035083; pending renewal, All services, $1.00
Total Estimated Annual Expenditure: $0, component value offsets disposal charges incurred by the Department of Technology, the primary user.
EMERGENCY DESIGNATION: The Finance and Management Department respectfully requests this legislation to be considered an emergency ordinance because the prior contract for technology disposal expired and the City needs responsible disposal of obsolete technology items to be available on an ongoing basis.
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.
FISCAL IMPACT: The expenditure of $1.00 is hereby authorized from General Budget Reservation BRPO003264. The Department of Technology and 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 universal term contract for the option to purchase Technology Disposal with Columbus Micro Systems, Inc.; and to declare an emergency. ($1.00)
Body
WHEREAS, the Technology Disposal UTC will provide for the responsible disposal services for obsolete computer equipment; and
WHEREAS, SWACO advertised and solicited proposals on October 4, 2024, and opened such proposals on October 30, 2024; and
WHEREAS, SWACO determined that Columbus Micro Systems, Inc. was qualified to provide technology disposal services and approved award of a contract to Columbus Micro Systems, Inc.; and
WHEREAS, pursuant to Ohio Revised Code Section 9.48, the Department of Finance and Management desires to participate in this cooperative purchasing contract with Columbus Micro Systems, Inc. by entering into a contract with the same terms and conditions with Columbus Micro Systems, Inc. for technology disposal services; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Technology in that it is immediately necessary to authorize the Finance and Management Director to enter into a Universal Term Contract with Columbus Micro Systems, Inc. for the option to purchase Technology Disposal services because the prior contract has expired and the City needs responsible disposal of obsolete technology items to be available on an ongoing basis, for the immediate preservation of the public health, peace, property, and safety; 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 is hereby authorized to enter into the following universal term contract for the option to purchase Technology Disposal, in accordance with Ohio Revised Code Section 9.48, for a term of approximately two years, expiring December 31, 2027, with the option to renew for two (2) additional one year terms, or portion thereof.
Columbus Micro Systems, Inc., All services, $1.00
SECTION 2. That the expenditure of $1.00 is hereby authorized from General Budget Reservation BRPO003264 of this ordinance to pay the cost thereof.
SECTION 3. That the funds necessary to carry out the purpose of this ordinance are hereby deemed appropriated, and the City Auditor shall establish such accounting codes as necessary.
SECTION 4. That for the reason 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.