Explanation
Background: The Department of Public Utilities (DPU) has entered into a project; utilizing a PipeTech application that analyzes and records data and information, allows for a centralized repository associated with video taping the storm and sewer drain infrastructure; a structural component that supports water supply, wastewater, and flood management systems, of the City. In order to continue with this project, it is necessary to purchase fifteen additional mass storage disks; devices utilized to store data, for the PipeTech application. As the stored data will assist with generating reports associated with maintenance, inspecting, asset management, preventing and solving problems, repairs, monitoring and observing pressure from external loads; such as yet not limited to soil weight and traffic weight that are directly related to the storm and sewer drain infrastructure. Also, PipeTech and the additional mass storage disks will allow for City users to search video prior to sending out repair crews, which will result in cost savings and better operational efficiencies by reducing potential duplicate work efforts.
The Department of Technology, through the Purchasing Office, exercised due diligence by completing the competitive bid process in compliance with Columbus City Code Section 329. A formal bid was prepared, advertised in the City Bulletin of October 4, 2008 with an original publish date of September 23, 2008; and posted on the City's solicitation web site. Additionally, there were sixty-two (62) Vendors electronically contacted; out of the sixty-two contacted there were two (2) F1 - Female, three (3) M1A - Minority, and one (1) MBR - Minority Business Registered.
On October 9, 2008 the Purchasing Office received and opened two (2) bids, associated with SA003067; one from Unisys Corporation with a total amount of $51,360.00 and one from Agilysys, Inc., with a total amount of $54,526.93; both identified as PHC (Publicly Held Company); both bids were deemed non-responsive; as one submitted additional terms and conditions that were unacceptable; and the other submitted additional language that was unacceptable.
However, in consideration of all the information submitted within the Bid Proposals by Agilysys, Inc. and Unisys Corporation; due to current storage being exhausted, causing problems for storing additional data; time constraints; and with this project underway and being deemed mission critical to avoid interruptions, the Department of Technology has an immediate need to request consideration of waiving the competitive bidding provisions of the Columbus City Code 329.27; thus allowing for the purchase of the mass disks storage from Unisys Corporation, as they were the overall lowest and best bidder per specification.
This legislation authorizes the Director of Finance and Management, on behalf of the Department of Technology, for the Department of Public Utilities, to establish a purchase order for additional mass storage disks, from Unisys Corporation; which is needed prior to December 2008.
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.
In order to have funding in the proper accounts to cover expenses associated with this ordinance; this legislation will authorize the City Auditor to transfer funds between object levels within the Department of Technology's Information Services Fund.
Fiscal Impact: This is the first time that the Department of Technology, on behalf of the Department of Public Utilities, has made purchases with respect to the PipeTech project, associated with additional mass storage disks, from Unisys Corporation, in the amount of $51,360.00. Funds for this purchase have been identified and will require a transfer of funds within various object levels of the Department of Technology's Information Services Fund
Emergency Designation: Emergency legislation is requested to meet time-lines associated with loading of completed video tape data into the storage system for analysis which is crucial to the Department of Public Utilities' operations
Contract Compliance: Unisys Corporation - 38-0387840 Expiration Date: 05/03/2009
Title
To authorize the Director of Finance and Management to establish a purchase order, with Unisys Corporation for the Department of Technology, on behalf of the Department of Public Utilities, to provide for mass storage disks for the PipeTech application; and to authorize the City Auditor to transfer funds between object levels within the Department of Technology's Information Services Fund to cover the cost various expenditures; to waive the competitive bidding requirements of the Columbus City Codes; to authorize the expenditure of $51,360.00 from the Department of Technology's Information Services Fund; and to declare an emergency. ($51,360.00)
Body
WHEREAS, the Department of Public Utilities (DPU) has entered into a project; utilizing a PipeTech application that analyzes and records data and information, allows for a centralized repository associated with video taping the storm and sewer drain infrastructure; a structural component that supports water supply, wastewater, and flood management systems, of the City. In order to continue with this project, it is necessary to purchase fifteen additional mass storage disks; devices utilized to store data, for the PipeTech application, and
WHEREAS, as the stored data will assist with generating reports associated with maintenance, inspecting, asset management, preventing and solving problems, repairs, monitoring and observing pressure from external loads; such as yet not limited to soil weight and traffic weight that are directly related to the storm and sewer drain infrastructure, and
WHEREAS, the Department of Technology, through the Purchasing Office, exercised due diligence by completing the competitive bid process in, compliance with Columbus City Code Section 329. A formal bid was prepared, advertised in the City Bulletin of October 4, 2008 with an original publish date of September 23, 2008 and posted on the City's solicitation web site, and
WHEREAS, on October 9, 2008 the Purchasing Office received and opened two (2) bids, associated with SA003067; one from Unisys Corporation with a total amount of $51,360.00 and one from Agilysys, Inc., with a total amount of $54,526.93; both identified as PHC (Publicly Held Company); both bids were deemed non-responsive, and
WHEREAS, in consideration of all the information submitted within the Bid Proposals by Agilysys, Inc. and Unisys Corporation; due to current storage being exhausted, causing problems for storing additional data; time constraints; and with this project underway and being deemed mission critical to avoid interruptions, the Department of Technology has an immediate need to request consideration of waiving the competitive bidding provisions of the Columbus City Code 329.27; thus allowing for the purchase of the mass disks storage from Unisys Corporation, as they were the overall lowest and best bidder per specification, and
WHEREAS, this legislation authorizes the Director of Finance and Management, on behalf of the Department of Technology, for the Department of Public Utilities, to establish a purchase order for additional mass storage disks, from Unisys Corporation; which is needed prior to December 2008, and
WHEREAS, in order to have funding in the proper accounts to cover expenses associated with this ordinance; this legislation will authorize the City Auditor to transfer funds between object levels within the Department of Technology's Information Services Fund, and
WHEREAS, an emergency exists in the usual daily operaton of the City of Columbus, Department of Technology, in that it is immediately necessary to authorize the City Auditor to transfer said funds within the Department of Technology's Information Services Fund, for purchase of mass storage disks associated with the PipeTech application, from Unisys Corporation; 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 City Auditor is hereby authorized to transfer $28,235.00 between object levels within the Department of Technology's Information Services Fund as follows:
FROM:
Fund Type Dept. No. Fund Obj Level 1 Obj Level 3 OCA Code Amount
001 47-01 514 03 3358 514600 $28,235.00
TOTAL $28,235.00
TO:
Fund Type Dept. No. Fund Obj Level 1 Obj Level 3 OCA Code Amount
001 47-01 514 02 2244 514600 $1,140.00
001 47-01 514 06 6655 514600 $27,095.00
TOTAL $28,235.00
SECTION 2: That the Finance and Management Director be and is hereby authorized to establish a purchase order, for mass storage disks associated with the PipeTech application, with Unisys Corporation, in the amount of $51,360.00.
SECTION 3: That the expenditure of $51,360.00 or so much thereof as may be necessary is hereby authorized to be expended from:
Div.:47-01|Fund:514|Subfund:600|OCA Code: 514600|Obj. Level One: 06|Obj. Level Three: 6655|Amount:$27,095.00
Div.:47-01|Fund:514|Subfund:600|OCA Code: 514600|Obj. Level One: 02|Obj. Level Three: 2244|Amount:$1,140.00
Div.:47-01|Fund:514|Subfund:600|OCA Code: 514600|Obj. Level One: 03|Obj. Level Three: 3358|Amount:$18,525.00
Div.:47-01|Fund:514|Subfund:600|OCA Code: 514600|Obj. Level One: 03|Obj. Level Three: 3372|Amount:$4,600.00
SECTION 4: 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 5: That for the reasons 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.