Explanation
BACKGROUND: For the option to purchase Tape Media and Tape Media Supplies for the Department of Technology, the largest user. The term of the proposed option contract (UTC) will be three (3) years. The contract expires June 30, 2010. The Purchasing Office opened formal bids on July 19, 2007.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06. (Solicitation SA002529) Fifty (50) bids were solicited (MAJ:47, M1A:3, F1:0); Seven (7) bids were received. (MAJ:7)
The Purchasing Office is recommending the award to the lowest, responsive, responsible and best bidder in compliance with the specifications.
Tape Central, Inc., CC #31-1656101 (expires July 22, 2008)
Total Estimated Annual Expenditure: $51,200.00
This company is not debarred according to the Federal Excluded Parties Listing or the State Auditor's Findings For Recovery Database.
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 UTC Contract Account. The Department of Technology will be required to obtain approval to expend from their own appropriations for their estimated annual expenditures.
Title
To authorize and direct the Finance and Management Director to enter into one (1) UTC contract for the option to purchase Tape Media and Tape Media Supplies with Tape Central, Inc., to authorize the expenditure of one (1) dollar to establish the contract from the Purchasing/UTC Contract Fund, and to declare an emergency ($1.00).
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids on July 19, 2007 and selected the lowest, responsive, responsible and best bid; and
WHEREAS, this ordinance addresses Purchasing 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, the Tape Media and Tape Media Supplies are used to store data from the city wide enterpise, 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 therefore, it is immediately necessary to enter into a contract for an option to purchase Tape Media and Tape Media 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 enter into the following contract for an option to purchase Tape Media and Tape Media Supplies in accordance with Solicitation SA002529 as follows:
Tape Central, Inc., All Items except line item 3.14.18: Amount: $1.00
SECTION 2. That the expenditure of $1.00 is hereby authorized from Purchasing UTC 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.