Explanation
BACKGROUND: To modify and extend the existing city-wide contracts for the option to purchase Cisco Equipment and Related Supplies to and including March 31, 2010. This extension will allow time for the Department of Technology continue work on the VoIP installation process while a new bid is being evaluated and awarded The Purchasing Office opened formal bids on December 30, 2004. The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06. (Proposal No. SA0001372).
FL002553 with Echo 24 Inc. was established in accordance with bids received. 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.
Contract Compliance # 311753698 (expires 9/22/2011)
1) Amount of additional funds: The estimated annual expenditure for this agency is $50,000.00. This City agency must obtain approval to expend from their own budgeted funds for their estimated expenditures.
2) Reason additional needs were not foreseen: An extension through December 31, 2009 was provided for in the original contract. Three sets of new specifications were developed to replace this contract. However the wiring portion of the bid process is not yet completed, time is required to open new bids and complete the evaluation process, therefore an additional extension through March 31, 2010 is requested. This additional extension request requires that competitive bidding requirements of Chapter 329 be waived since an extension beyond 12/31/2009 is not provided for in the original contract.
3) Reason other procurement processes not used: The same exact service is required as originally bid. No lower pricing/more attractive terms or conditions are anticipated through re-bidding at this time.
4) How cost was determined: The cost, terms and conditions are in accordance with the original agreement
FISCAL IMPACT: No funding is required to extend the option contracts. City agencies must set aside their own funding for their estimated expenditures.
To maintain uninterrupted wiring to install the VoIP phone system for the Department of Technology using the Universal Term Contract, this ordinance is be submitted as an emergency.
Title
To authorize and direct the Finance and Management Director to modify and extend the UTC contract for the option to purchase Cisco Equipment and Related Supplies with Echo 24 Inc.; to waive the competitive bidding provisions of the Columbus City Codes; and to declare an emergency.
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids for the purchase of Cisco Equipment and Related Supplies, and selected the lowest bid; and
WHEREAS, the current supplier has agreed to extend FL002553 at current prices and conditions to and including March 31, 2010, and it is in the best interest of the City to exercise this option to allow the Department of Technology to develop new specifications and the Purchasing Office additional time to open new bids and evaluate the bid results; and
WHEREAS, in order to avoid a lapse in our ability to wiring to install the VoIP phone system for the Department of Technology, this is being submitted for approval as an emergency measure; and
WHEREAS, an emergency exists in the usual daily operation of the Purchasing Office in that it is immediately necessary to extend FL002553 for an option to purchase Cisco Equipment and Related Supplies 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 and directed to modify and extend FL002553 with Echo 24 Inc. to and including March 31, 2010.
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 Sections 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.