Explanation
BACKGROUND: For the option to purchase Cisco Phones and Telephony Products UTC. This award is to establish a contract for refurbished Cisco VoIP phones. This contract provides a less expensive option to City agencies to purchase replacement phones within the VoIP system. The term of the proposed option contract would be one (1) year. Contract is through June 30, 2011. The contract may be extended for one (1) additional one year subject to mutual agreement by both parties. The Purchasing Office opened formal bids on October 15, 2009.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation SA003395). Seventy five (MBE:2, FBE:2) bids were solicited; A total of ten (10) bid proposals (MBE:0, FBE:0) were received.
Proposals were obtained for new and refurbished Cisco VoIP phones. All bid received for new phones were higher in cost than pricing the City currently has under contract using the Cisco Equipment Catalog contract. The Purchasing Office is recommending award of contracts to the lowest, responsive, responsible and best bidders as follows:
LOGOS Communications, Inc., CC#341631678 (Expires 10/22/2010)
Total Estimated Annual Expenditure: $ 50,000.00
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 Mail, Print Services and UTC Fund.
Title
To authorize and direct the Finance & Management Director to enter into one (1) UTC contract for the option to purchase Cisco Phones and Telephony Products with LOGOS Communications, 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 October 15, 2009 and selected the lowest, responsive, responsible and best bid. Ten (10) bids were received; 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, Cisco Phones and Telephony Products will be used as replacement VoIP phones for all City agencies, this is being submitted for consideration as an emergency measure; 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 an option to purchase Cisco Phones and Telephony Products to ensure uninterrupted supply of 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 & Management Director be and is hereby authorized and directed to enter into the following contract for an option to purchase Cisco Phones and Telephony Products with Solicitation SA003395; contract is through June 30, 2011 and may be extended for one (1) additional one year subject to mutual agreement by both parties:
LOGOS Communications, Inc.; Awarded items 15 through 21 only; Amount $1.00.
SECTION 2. That the expenditure of $1.00 is hereby authorized from the Mail, Print Services and UTC Fund, 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.