Explanation
This ordinance is to establish an option contract to provide the Division of Income Tax with nine (9) multi-function digital machines (MFD's) that are combination copier, printer, scanner and fax machine and associated installation, maintenance, supplies, support and training. Additionally, three (3) existing copier systems will be used for trade-in. The MFD's will be installed in the newly renovated building at 77 North Front St. and leased for 36 months with the option to purchase the devices for $1.00 each. The term of the proposed contract is for three (3) years. The Purchasing Office opened formal bids on January 3, 2013.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation No. SA004669). Seventy-One (71) bids were solicited (MBR: 1, M1A: 2). Five (5) bids were received.
The Purchasing Office is recommending award to the lowest, responsive, responsible and best bid.
Ohio Business Systems Inc. CC#310813080 (Expires 8/5/2013)
Total Estimated Annual Expenditure: $25,000.00
This company is not debarred according to the Federal Excluded Parties Listing or the State auditor's Finding for Recovery Database.
EMERGENCY DESIGNATION: Emergency legislation is requested to expedite the process of this purchase to allow the supplier sufficient time to insure that the installation will be done prior to the Division of Income Tax move to the newlt renovated building at 77 N. Front Street so that operations will not be significantly interrupted.
FISCAL IMPACT: Funding to establish this option contract is budgeted in the Mail, Print Services and UTC Fund. The Income Tax Division will be required to obtain approval to expend from their own appropriations for their estimated annual expenditures.
Title
To authorize the Finance and Management Director to enter into an option contract to provide the Division of Income Tax with nine (9) Multi-Functional Digital (MFD's) machines that will be leased over a thirty-six (36) month term with the option to purchase each for $1.00 at the end of the term with trade-in and associated installation, maintenance, supplies, support and training provided on an as needed basis with Ohio Business Systems Inc.; to authorize the expenditure of one (1) dollar to establish the contract from the Mail, Print Services and UTC Fund; and to declare an emergency. ($1.00)
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids January 3, 2013 and selected the lowest, responsive, responsible and best bidder; and
WHEREAS, this ordinance addresses Purchasing objectives 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; and
WHEREAS, these MFD's and associated services are needed for effective and efficient communication and documentation processing associated with the Division of Income Tax operations; and
WHEREAS, the contract will be in effect for a thirty-six (36) month term estimated to expire in May 2016; and
WHEREAS, an emergency exists in the usual daily operations of the Income Tax Division and it is immediately necessary to enter into a contract for multi-functional digital devices (MFD's) and associated services and supplies to insure that the equipment will be installed and operational prior to moving in to the newly renovated facitity at 77 North Long Street to minimize any disruption in providing essential services to the public and the City of Columbus, 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 to enter into the following option contract for a thirty-six (36) month lease with the option to purchase nine (9) multi-functional digital devices for one (1) dollar each and associated maintenance, service and supplies with a trade-in of three (3) existing machines, in accordance with Section 329.06 of the Columbus City Code and Solicitation SA004669, as follows:
Ohio Business Systems Inc.: Award all items (1-9); $1.00
SECTION 2: That the expenditure of $1.00 is hereby authorized from the Mail, Print services and UTC Fund, Organizational 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 party 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 opassage if the Mayor neither approves nor vetoes the same.