Explanation
For the option to lease purchase an estimated fifty-five (55) Multi-Function Devices (MFD's) and purchase associated maintenance/service, support and supplies for the Public Safety Department, Division of Police. These MFD's will be connected to their network and provide users with security access to scanning, copying, printing and fax capability with each device. The MFD's will replace most of the various existing copiers, printers, scanners and fax machines throughout the Division to meet their communication/information needs in a more effective and comprehensive manner. The term of the proposed option contract is for three (3) years based on a three (3) year lease with option to purchase each device for $1.00 at the end of the three (3) year term. Additionally, the contract has an option to extend for two (2) additional years on a year by year basis for continued service and supplies for purchased MFD's subject to mutual agreement by both parties. The contract will expire December 31, 2013 or sooner dependent on the installation date of the last device. The Purchasing Office opened formal bids on February 11, 2010.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 Solicitation SA003474; 65 companies were solicited; 8 bids were received (MBE: 0; FBE: 0).
The Purchasing Office is recommending award of the contract to the lowest, responsive, responsible and best bidder as follows:
Gordon Flesch Company Inc. CC# 390993125 (Expires: 11/25/2010)
Total Estimated Annual Expenditure: $162,320.00
The company is not debarred according to the Federal Excluded Parties Listing or the State Auditor's Findings For Recovery Database.
The following four (4) companies submitting bids with lower pricing did not meet the bid and/or specifications requirements for various reasons:
Blue Technologies, Inc. did not include staples in pricing as required, took exception to pricing requirements, and forty-five (45) of the MFD's quoted do not have USB ports to print from thumb or USB hard drives as required.
Xerox Corporation took exception to pricing requirements; provided their terms and conditions, wanted to negotiate the final agreement to incorporate mutually agreed terms contained in the City's bid, their submittal, the Ohio Term Schedule Contract and any other items; and failed to meet the USB 2.0 connectivity requirement on forty-five (45) of the MFD's.
MT Business Technologies, Inc. had pricing errors and failed to meet the print from thumb or USB hard drives requirement on all devices.
Ikon Office Solutions, Inc,. had pricing errors, failed to meet the print from thumb or USB hard drives requirement on all devices, and firm fixed pricing was not provided for overtime and holiday rates.
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 Mail, Print Services and UTC Fund. The agency will be required to obtain approval to expend from their own appropriation.
Title
To authorize and direct the Finance and Management Director to enter into a contract for an option to lease Multi-function Devices (MFD's) over a 36 month term with an option at the end of the term to own each for $1.00, and purchase associated maintenance/service, support and supplies with the Gordon Flesch Company 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 on February 11, 2010 and selected the lowest, responsive, responsible and best bid. Eight (8) bids were received;
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, It is necessary to enter into a contract for lease purchase of Multi-function Devices (MFD's) and purchase associated maintenance/service, support and supplies to meet the operational needs of the Division of Police in a more effective and comprehensive manner, and
WHEREAS, an emergency exists in the usual daily operation of the Purchasing Office in that it is immediately necessary to enter into one (1) contract for the option to purchase Multi-function Devices (MFD's) to ensure uninterrupted supply of equipment, materials and 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 and Management Director be and is hereby authorized and directed to enter into the following contract for an option to lease Multi-function Devices (MFD's) over a 36 month term with an option at the end of the term to own each for $1.00. and purchase associated maintenance/service, support and supplies through December 31, 2013 with the option to extend for two (2) additional years on a year by year basis in accordance with Solicitation SA003474;
Award Recommendation:
Gordon Flesch Company Inc.: All items of SA003474.
SECTION 2. That the expenditure of $1.00 is hereby authorized from Mail, Print Services and UTC Fund, Organization Level 1: 45-01, Fund: 05-517, Object Level 3: 2269, 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.