Explanation
BACKGROUND:
The City of Columbus, Information Services Division (ISD) operates two Xerox high-speed 4635MX laser-printing systems that directly support mission critical work. One laser printer the City owns, while the other unit is being purchased, contracts established with Purchase Order documents DL000046 and EL900834, through a sixty-month lease/purchase agreement with The Xerox Corporation.
This legislation is to authorize the Director of the Department of Technology to modify and extend, operations and maintenance, contracts established through Purchase Order documents DL000046 and EL900834 with the Xerox Corporation, for laser printer lease, supplies and maintenance services, in the amount of $174,000.00 effective June 1, 2003 through May 31, 2004. This service provides the City the ability to annually produce several million reports and critical documents, which are often processed during short windows of time making maintenance services vital to daily operation. Some of these reports and documents are related to payroll checks, Wage and Tax Statements, Auditor's warrants, jury summonses, income tax forms, and water bills. While at the same time, modifying and extending this contract will allow the City to save fifteen percent from a discounted cost savings plan for the maintenance services. This discount rate was extended through negotiations with The Xerox Corporation.
FISCAL IMPACT:
As of August 2003, DoT expended $144,554.90 for this service. During fiscal year 2002 $133,838.31 was expended. The total cost of this contract modification is $174,000.00 for the period June 1, 2003 through May 31, 2004. Adequate funding is available within the Information Services Division Fund.
EMERGENCY:
Emergency legislation is required to facilitate prompt contract execution and related payment for services.
CONTRACT COMPLIANCE NUMBER: 16-0468020 Expires: 01/30/2004
Title
To authorize the Director of the Department of Technology to modify and extend a contract with Xerox Corporation for the purchase of Xerox laser printer maintenance services and supplies for the Information Services Division, and to authorize the expenditure of $174,000.00 from the Information Services Fund. , and to declare an emergency. ($174,000.00)
Body
WHEREAS, this ordinance addresses the Information Services Division objective: "To provide for the City's data processing and information technology needs", and
WHEREAS, the Information Services Division owns and operates two Xerox high speed laser printing systems used in direct support of mission critical applications for several city agencies, and
WHEREAS, the units annually produce several million report-pages, more than a million critical documents for mission critical City business applications, and large volume critical print tasks are often processed during short windows of time making maintenance services vital to the reliable operation of said equipment, and
WHEREAS, contract EL900834 was awarded in 1999 providing the City the option to renew each year on the contract anniversay date, and
WHEREAS, as of August 2003, $144,554.90 has been expended for this service and during fiscal year 2002 $133,838.31 was expended, and
WHEREAS, the total cost of this contract modification is $174,000.00 for the period June 1, 2003 through May 31, 2004, and
WHEREAS, adequate funding is available within the Information Services Division Fund; now therefore
WHEREAS, an emergency exists in the usual and daily operation of the Information Services Division in that it is necessary to immediately modify and extend a contract for a printer system, related maintenance services, and supplies, for the immediate preservation of 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 Director of the Department of Technology be and is hereby authorized to modify and extend a contract established under Purchase Order EL900834 with Xerox Corporation for maintenance services for the city's high-speed high-volume laser printers.
SECTION 2: That the expenditure of $174,000.00 or so much thereof as may be necessary is hereby authorized to be expended from:
Division: 47-02| Fund: 514 | OCA Code: 280768| Object Level One: 03 | Object Level Three: 3372| Amount: $154,000.00
Division: 47-02| Fund: 514 | OCA Code: 280768| Object Level One: 02 | Object Level Three: 2204| Amount: $20,000.00
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 10 days after its passage if the Mayor neither approves nor vetoes the same. That this ordinance shall take effect and be in force from and after the earliest period allowed by law.