City of Columbus - File #: 0585-2008

• File #: 0585-2008
• Version: 1
• Type: Ordinance
• Status: Passed
• File created: 3/25/2008
• In control: Safety Committee
• On agenda: 4/14/2008
• Final action: 4/16/2008
• Title: To authorize and direct the Finance and Management Director to modify and extend the contract with the Gordon Flesch Company Inc. for the lease and maintenance of copy machines for the Division of Police, to authorize the expenditure of $50,000.00 from the General Fund; and to declare an emergency. ($50,000.00)

Date	Ver.	Action By	Action	Result
4/16/2008	1	CITY CLERK	Attest
4/15/2008	1	MAYOR	Signed
4/14/2008	1	Columbus City Council	Approved	Pass
4/14/2008	1	COUNCIL PRESIDENT	Signed
4/4/2008	1	Safety Drafter	Sent for Approval
4/4/2008	1	CITY ATTORNEY	Reviewed and Approved
4/4/2008	1	Safety Drafter	Sent to Clerk's Office for Council
4/3/2008	1	Safety Drafter	Sent for Approval
4/3/2008	1	Auditor Reviewer	Reviewed and Approved
4/3/2008	1	CITY AUDITOR	Reviewed and Approved
4/2/2008	1	Finance Reviewer	Reviewed and Approved
4/2/2008	1	Finance Reviewer	Reviewed and Approved
4/2/2008	1	FINANCE DIRECTOR	Reviewed and Approved
4/1/2008	1	ODI DIRECTOR	Reviewed and Approved
4/1/2008	1	Safety Drafter	Sent for Approval
3/31/2008	1	Safety Drafter	Sent for Approval
3/31/2008	1	EBOCO Reviewer	Reviewed and Approved
3/30/2008	1	SAFETY DIRECTOR	Reviewed and Approved
3/28/2008	1	Safety Reviewer	Reviewed and Approved
3/27/2008	1	Safety Reviewer	Reviewed and Approved
3/26/2008	1	Safety Reviewer	Reviewed and Approved
3/26/2008	1	Safety Reviewer	Reviewed and Approved

Explanation

BACKGROUND:

Need: The Division of Police needs to request that the Finance and Management Director modify and extend the contract for the second year lease for two (2) high volume copy machines and one (1) color copier for the Division's Print Shop. These machines are needed for the high volume of copying, 400,000 - 500,000 copies per month, for the entire division.

Bid Information: Formal Bid # SA002263 was opened on January 4, 2007. The Division of Police recommended award to Gordon Flesch Company Inc. in the amount of $106,668.00 for the first twelve months of a thirty-six month lease and maintenance. This request is for the second year in the amount of $50,000.00.

Contract Compliance No.:  390993125, expires 01/22/2009

The company is not debarred according to the Excluded Party Listing System of the Federal Government or prohibited from being awarded a contract according to the Auditor of State Unresolved Findings for Recovery Certified Search.  

Emergency Designation: Emergency legislation is needed to give sufficient time for the extension to be completed without a lapse in the contract period.

FISCAL IMPACT: $95,000.00 is budgeted in the General Fund for the lease of copiers for the Division of Police. Although $106,668.00 was encumbered in 2007, currently only $44,062.00 has been expended on that encumbrance.  The contract period will expire in April 2008, and thus, the request for the second year of the lease is $50,000.00.

Title

To authorize and direct the Finance and Management Director to modify and extend the contract with the Gordon Flesch Company Inc. for the lease and maintenance of copy machines for the Division of Police, to authorize the expenditure of $50,000.00 from the General Fund; and to declare an emergency. ($50,000.00)

Body

WHEREAS, the Department of Public Safety, Division of Police's Print Shop needs to maintain two high-speed copiers and one (1) color copier in order to provide the volume of required reproduction services needed for the Division and the public; and

WHEREAS, a formal bid opening was held on January 4, 2007 for the lease of three digital copiers/scanners/printers for the Division of Police, Department of Public Safety and awarded to Gordon Flesch Company Inc.; and

WHEREAS, this contract needs to be modified and extended for the second year of the three year lease; and

WHEREAS, an emergency exists in the daily operation of the Division of Police, Department of Public Safety, in that it is immediately necessary to modify and extend the contract for the lease and maintenance of digital copiers/scanners/printers for the immediate preservation of the public peace, health, 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 the contract with Gordon Flesch Company Inc. for the second year of the three year lease and maintenance of two digital copiers/scanners/printers and one color copier for the Division of Police, Department of Public Safety.

SECTION 2. That the expenditure of $50,000.00 or so much thereof as may be needed, be and the same is hereby authorized as follows:

| DIV 30-03 | FUND 010 | OBJ LEVEL (1) 03 | OBJ LEVEL (3) 3303 | OCA 300764| $50,000.00 |

SECTION 3. That for the reasons stated in the preamble hereto, which is hereby made a part thereof, 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 it the Mayor neither approves nor vetoes the same.