Explanation
BACKGROUND: This legislation authorizes the Finance and Management Director to establish two (2) Universal Term Contracts (UTC) for the option to purchase Computers and Accessories with Brown Enterprise Solutions, LLC and Law and Order Technology, LLC. The Department of Technology is the primary user for computers and accessories. Computers tablets, and charging devices are used to conduct City business and provide customer service. The term of the proposed option contract would be approximately two (2) years, expiring April 30, 2024, with the option to renew for one (1) additional year. The Purchasing Office opened formal bids on March 3, 2022. In addition, the expenditure of $2.00 is hereby authorized from General Budget Reservation BRPO002025. The Purchasing Office advertised and solicited competitive bids in accordance with the relevant provisions of Section 329 relating to competitive bidding (Request for Quotation No. RFQ020870). Four bids were received.
The Purchasing Office is recommending award to the overall lowest, responsive, responsible and best bidders as follows:
Brown Enterprise Solutions, LLC, CC# 010668 expires 12/31/2023, Items 11 thru 32 and catalogue, $1.00
Law and Order Technology, LLC, CC# 040906 expires 02/14/2024, Items 1 thru 10 and catalogue, $1.00
Total Estimated Annual Expenditure: $1,500,000, Department of Technology, the primary user.
Emergency Designation: The Finance and Management Department respectfully requests this legislation to be considered an emergency ordinance because products containing micro-chips are experiencing shortages and long lead times.
The companies are 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.
FISCAL IMPACT: The expenditure of $2.00 is hereby authorized from General Budget Reservation BRPO002025. City Agencies will be required to obtain approval to expend from their own appropriations for their estimated annual expenditures.
Title
To authorize the Finance and Management Director to enter into two (2) Universal Term Contracts for the option to purchase Computers and Accessories with Brown Enterprise Solutions, LLC and Law and Order Technology, LLC.; to authorize the expenditure of $2.00 from General Budget Reservation BRPO002025; and to declare an emergency. ($2.00).
Body
WHEREAS, the Computers and Accessories UTC will provide for the purchase of computers, tablets, and charging devices used to conduct City business; and,
WHEREAS, the Purchasing Office advertised and solicited formal bids on March 3, 2022 and selected the overall lowest, responsive, responsible and best bidders; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Technology and due to product shortages and long lead times it is necessary to authorize the Finance and Management Director to immediately enter into a Universal Term Contract for the option to purchase computers and accessories, 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 is hereby authorized to enter into the following Universal Term Contracts for the option to purchase Computers and Accessories in accordance with Request for Quotation RFQ020870 for a term of approximately two (2) years, expiring April 30, 2024, with the option to renew for one (1) additional year, as follows:
Brown Enterprise Solutions, LLC, Items 11 thru 32 and catalogue, $1.00
Law and Order Technology, LLC, Items 1 thru 10 and catalogue, $1.00
SECTION 2. That the expenditure of $2.00 is hereby authorized from General Budget Reservation BRPO002025 of this ordinance to pay the cost thereof.
SECTION 3. That the funds necessary to carry out the purpose of this ordinance are hereby deemed appropriated, and the City Auditor shall establish such accounting codes as necessary.
SECTION 4. That for the reason stated in the preamble hereto, 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.