Explanation
BACKGROUND: To modify the existing citywide contract for the option to lease/purchase 55 CPM/PPM Digital Copiers/Printers. The Purchasing Office opened formal bids on July 25, 2002. The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06. (Proposal No. SA000296RFM). FL001331, with MT Business Technologies Inc. was established in accordance with bids received. Their contract compliance number is 34-0376420.
1. Amount of additional funds: The estimated annual expenditure for the contract is $200,000.00. No additional funds are necessary for this modification. Any City agency must obtain approval to expend from their budgeted funds.
2. Reason additional needs were not foreseen: The need to add additional options as requested by a City department was unforeseen. In order to enable cost savings in production, additional options needed to be added to the contract - an upgraded finisher that staples up to 100 sheets at once and performs a three hole punch - a tandem operations kit.
3. Reason other procurement processes not used: The current contract provides agencies the ability to obtain 55 cpm/ppm digital copiers/printers in an expeditious manner based on a competitive bid.
4. How cost was determined: The cost was negotiated with MT Business Technologies Inc.
FISCAL IMPACT: No funding is required. Each City agency must set aside their own funding for their estimated expenditures.
To maintain an uninterrupted supply of service to the City Agency using the Universal Term Contract, this ordinance is be submitted as an emergency. This is being submitted as a waiver ordinance because the original contract does not allow for the additional items.
Title
To authorize and direct the Finance Director to modify the citywide contract for the option to lease/purchase 55 cpm/ppm Digital Copiers /Printers, with MT Business Technologies Inc., to waive competitive bidding requirements and to declare an emergency.
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids, and selected the lowest bidders; and
WHEREAS, this supplier has agreed to add additional options and provided pricing acceptable to the City of Columbus, and it is in the best interest of the City to exercise this option; and
WHEREAS, in order to avoid delays in agencies continuing to obtain copying/printing devices for their communications, this is being submitted for approval as an emergency measure; and
WHEREAS, the original contract did not allow for option to obtain these additional items so waiver of competitive bidding requirements is necessary; and
WHEREAS, the Recreation and Parks Department's current printing capability contract is about to expire; and
WHEREAS, in order to meet Recreation and Parks Department's needs use copiers to provide information copies to keep customers and employees informed about programming and safety issues, this contract modification must be available as quickly as possible; and
WHEREAS, an emergency exists in the usual daily operation of the Recreation and Parks Department in that it is immediately necessary to modify FL001331 for an option to lease/purchase 55 cpm/ppm Digital Copiers/Printers 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 Director be and is hereby authorized and directed to modify FL001331 with MT Business Technologies Inc. to add the following additional items with pricing schedules as available in the Purchasing Office:
SR840 finisher with 100 sheet stapling, three hole punch kit for SR840 finisher, copy connector type 1075, and IEEE 802.11b wireless interface kits.
SECTION 2. That in accordance with Section 329.27 of the Columbus City Code, this Council finds the best interest of the City is served by waiving, and does hereby waive Section 329.16 (Modifications) and 329.06 (Formal Competitive Bidding) of the Columbus City Code.
SECTION 3. 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.