Explanation
BACKGROUND: For the option to purchase GIS Support and Maintenance Services for the Department of Technology, the largest user. The term of the proposed option contract will commence upon approval of City Council and will be in place through and including March 31, 2006 with the option to renew, upon the agreement of both parties, for three, one year additional period(s). The Purchasing Office opened formal bids on October 28, 2004. There is no listing on the State of Ohio Auditor's Unresolved Findings for Recovery nor is there one for the Federal Government's Excluded Parties List.
The Purchasing Office advertised and solicited competitive proposals in accordance with Section 329.14, Solicitation No. SA001267JY. Three hundred and nine bids were solicited. One contract was awarded. (MAJ:276) bids solicited; (MAJ:2) bids received, (MBE:23) bids solicited; (MBE:0) were received (FBE:10) bids solicited; (FBE:0) bids received. The Technology Director selected the highest ranked offeror in accordance with the recommendation of the evaluation team and directed the team to negotiate the option contract with:
Fuller, Mossbarger, Scott and May Engineers, Inc., (FSMS)
MAJ, CC number 61-0659421
This ordinance is being submitted as an emergency because, without emergency action, no less than 37 days will be added to this procurement cycle and the efficient delivery of valuable public services will be slowed.
FISCAL IMPACT: Funding to establish this option contract is budgeted in the Purchasing Contract Account. City Agencies will be required to obtain approval to expend from their own appropriations for their estimated annual expenditures.
Title
To authorize and direct the Finance Director to enter into contract(s) for the option to purchase GIS Maintenance and Support Services with Fuller, Mossbarger, Scott and May Engineers, Inc. (FSMS), to authorize the expenditure of $1.00 to establish the contract from the Purchasing/Contract Operation Fund, and to declare an emergency. ($1.00).
Body
WHEREAS, the Purchasing Office advertised and solicited formal proposals on October 28, 2004, and
WHEREAS, the City's present GIS Support and Maintenance Service contract will expire March 31, 2005, and
WHEREAS, the City's GIS Support and Maintenance Services needs to have continuous, seem less support and maintenance; and
WHEREAS, the Department of Technology requested SA00167JY be solicited; and
WHEREAS, the Department of Technology entered into negotiations with the company receiving the highest point total based on a documented set of evaluation criteria and was a responsive and responsible bidder in order to provide the most economical solution for support and maintenance of the City's GIS software and infrastructure in the most timely fashion; and
WHEREAS, this ordinance addresses Purchasing's objective of 1) maximizing the use of City resources by obtaining optimal products/services at low prices and 2) encouraging economic development by improving access to City bid opportunities and 3) providing effective option contracts for City agencies to efficiently maintain their supply chain and service to the public; and
WHEREAS, in order to establish a contract as soon as possible for these needed supplies/services, this is being submitted for consideration as an emergency measure; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Technology in that it is immediately necessary to enter into a contract(s) for an option to purchase GIS Support and Maintenance Services, 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 enter into the following contract for an option to purchase GIS Support and Maintenance Services in accordance with Solicitation No. SA001267JY as follows:
Fuller, Mossbarger, Scott and May Engineers, Inc., (FSMS) GIS Maintenance and Support Services; Amount: $1.00
SECTION 2. That the expenditure of $1.00 is hereby authorized from Purchasing Contract Account, Organization Level 1: 45-01, Fund: 05-517, Object Level 3: 2270, OCA: 451130, to pay the cost thereof.
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.