Explanation
BACKGROUND: The Department of Finance and Management desires to enter into an Intergovernmental Agreement, as permitted under Ohio Revised Code Section 9.482, with other political subdivisions for technology disposal services as part of the City's commitment to shared regional cooperation.
Also, this ordinance authorizes the Director of Finance and Management to establish a Universal Term Contract for the option to purchase the secured Removal and Destruction, or testing, sanitizing and return services for used Technology Equipment on an as needed basis by the Department of Technology and various other City agencies. These services are necessary to prevent possible security breaches of sensitive information and will further advance the City’s commitment to recycle or dispose of City waste in an environmentally friendly manner. The term of the proposed option contract would be through November 30, 2018 with the option to renew for three (3) additional years subject to mutual agreement. Solid Waste Authority of Central Ohio (SWACO) opened formal bids on July 31, 2015.
SWACO advertised and solicited competitive bids. Two (2) Bids were received.
The contract was awarded to the lowest, responsive, responsible and best bidder by SWACO:
Southeastern Data, CC# 46-5315958 (contract compliance in process)
Total Estimated Annual Expenditure by the City of Columbus: Unknown
This company is not debarred according to the Federal Excluded Parties Listing or the State Auditor’s Findings For Recovery Database.
This ordinance is being submitted as an emergency because, without emergency action, responsible disposal of technology equipment will not be maintained and the efficient operations of the Department of Technology will be slowed. The previous contract (FL005779) established by the purchasing office ended 11/30/2015.
FISCAL IMPACT: Funding to establish this option contract is from the General Fund. The Various city Divisions 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 with Souteastern Data for the option to purchase the secured removal and destruction, or testing, sanitizing and return services for used Technology Equipment on an as needed basis; to authorize expenditure of one (1) dollar to establish the contract from the General Fund; and to declare an emergency. ($1.00)
Body
WHEREAS, the Solid Waste Authority of Central Ohio (SWACO), a political subdivision, advertised and solicited bids on July 31, 2015 for secured removal and destruction, testing, sanitzing and return of used technology equipment and selected Souteastern Data; and
WHEREAS, these services for used technology equipment are on an as needed basis are necessary to allow the Department of Technology and various other divisions of the City to safely and responsibly dispose of Technology Equipment while protecting sensitive information; and
WHEREAS, under Ohio Revised Code Section 9.482, when legally authorized to do so, a political subdivision may enter into an agreement with another political subdivision or a state agency whereby the contracting political subdivision or state agency agrees to exercise any power, perform any function, or render any service for the contracting recipient political subdivision that the contracting recipient political subdivision is otherwise legally authorized to exercise, perform, or render; 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) providing effective option contracts for City agencies to efficiently maintain their supply chain and service to the public; 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 contract for an option to purchase the secured removal and destruction, or testing, sanitizing and return services for used technology equipment, 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 an option to purchase the secured removal and destruction, or testing, sanitizing and return services for used technology equipment on an as needed basis for the term ending November 30, 2018 with the option to extend this contract subject to mutual agreement for three (3) years in accordance with a contract negotiated by SWACO as follows:
Southeastern Data: All. Items Amount $1.00
SECTION 2. That the expenditure of $1.00 is hereby authorized in Fund 1000 General Fund in Object Class 03 Contract Services per the account codes in the attachment of this ordinance.
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.