Explanation
BACKGROUND: This ordinance authorizes the Finance and Management Director to enter into a contract for the option to purchase secure Removal and destruction of, or testing, sanitizing and return of Technology equipmenton an as needed basis by various Divisions of the City of Columbus as coordinated through the Department of Technology. This secure Removal and destruction of, or testing, sanitizing and return of Technology equipment is necessary on an ongoing basis as the City updates its' equipment or disposes of defective or worn out equipment. This contract has the advantages of 1) providing for secure handling and tracking of equipment that may contain sensitive information 2) allowing for testing, sanitizing and return of equipment if desired 3) Providing certification of wiping and/ or destruction of the equipment and 4) ensuring that items are 100% recycled with no waste going to landfills. The term of the proposed option contract would be through November 30, 2013 with the option to renew for one (1) additional year subject to mutual agreement of both parties. The Purchasing Office opened formal bids on August 18, 2011.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation No. SA004048. One Hundred Seventy Four (174)bids were solicited: (M1A-5, F1-1, MBR-4) Seven (7) bids were received. The Purchasing Office is recommending award to the lowest, responsive, responsible and best bidder as follows:
Round2, Inc. CC#263923020 (expires October 12, 2013)
Total Estimated Annual Expenditure: $15,000.00.
This 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.
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 operations of the Department of Technology will be slowed. The previous contract expired on January 31, 2011 and the Department of Technology has a backlog of items needing processing.
FISCAL IMPACT: Funding to establish this option contract is budgeted in the Mail, Print Services and UTC Fund. The various Divisions 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 a contract with Round2, Inc. for the option to purchase secure Removal and destruction of, or testing, sanitizing and return of Technology equipment on an as needed basis, to authorize the expenditure of one dollar to establish the contracts 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 July, 15, 2011 and opened responses on August 18, 2011 and selected the lowest responsive, responsible and best bidder; 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 and safely dispose of unneeded technology equipment; and
WHEREAS, this secure Removal and destruction of, or testing, sanitizing and return of Technology equipment is necessary for the efficient operations of various City Divisions, this is being submitted for consideration as an emergency measure; and
WHEREAS, an emergency exists in the usual daily operation of the various City Divisions in that it is immediately necessary to enter into a contract for secure Removal and destruction of, or testing, sanitizing and return of Technology equipment on an as needed basis, 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 contract for the secure Removal and destruction of, or testing, sanitizing and return of Technology equipmenton an as needed basis, in accordance with Solicitation No. SA004048 for the term ending November 30, 2013 with the option to extend for One (1) additional year subject to mutual agreement of both parties as follows:
Round2, Inc. All Items: 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 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.