Explanation
BACKGROUND: To establish a contract for the option to purchase DLT, LTO, DLT1V Tape Supplies for the Department of Technology, the largest user. The term of the proposed option contract will be two years with an option to renew for two, one year periods if mutually agreed. Contract expiration date: June 30, 2006. This company is not listed on the Auditor of State Findings for Recovery Database. This company is not listed on the Federal Excluded Parties Listing.
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.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation No. SA001085JY). Two hundred and four bids were solicited (MAJ:177, M1A: 23, F1 4); and Eighteen (MAJ:16, M1A:2) bids received.
The Purchasing Office is recommending award of a contract to the lowest, responsive, responsible and best bidder:
Tape Central Inc. MAJ, CC#31-1656101
Total Estimated Annual Expenditure: $19,000.00
FISCAL IMPACT: Funding to establish this option contract is budgeted in the Purchasing Contract Account. Any City agency using this contract 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 for an option to purchase DLT, LTO, DLT1V Tape Supplies with Tape Central, Inc., to authorize the expenditure of one dollar to establish contract from the Purchasing/Contract Account and to declare an emergency. ($1.00)
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids and selected the lowest, responsive, responsible and best bid; 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 contract for City agencies to efficiently maintain their supply chain and service to the public; now, therefore,
WHEREAS, this ordinance is being submitted as an emergency measure to ensure tape supplies are available when needed to create backup data files of critical City computer applications; and
WHEREAS, an emergency exists in the usual daily operation of the Purchasing Office in that it is immediately necessary to enter into a contract(s) for an option to purchase DLT, LTO, DLT1V Tape 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 Director be and is hereby authorized and directed to enter into contract for an option to purchase DLT, LTO, DLT1V Tape Supplies in accordance with Solicitation No. SA001085JY as follows:
Tape Central, Inc.; All Items, 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.