Explanation
1. BACKGROUND
This legislation authorizes the Director of Public Service to waive competitive bidding requirements of Columbus City Code Section 329 and to enter into a plotter service contract with Key Blue Prints Inc.
The Department of Public Service needs to establish a service agreement with a contractor for preventative maintenance and repair work for an Oce 9600 Plotter, Scanner, Controller and software. While researching contractors to provide this service, the Department of Public Service discovered Key Blue Prints Inc. was willing to trade preventative and repair services on the Oce 9600 for a decommissioned Oce TCS 500 System currently being stored at 50 W. Gay St. Columbus, OH 43215.
In accordance with Columbus City Code 329.30, the decommissioned Oce TCS 500 system must first be offered for sale or transfer to other city agencies. The Purchasing Office offered the Oce TCS 500 to other city agencies on August 1, 2014. No other city agencies inquired about the equipment.
The service agreement offered by Key Blue Prints Inc. is valued at $9,048.00 and covers all maintenance and service needs on the Oce 9600 Plotter, Scanner, Controller and software for 24 consecutive months. In order to ensure the department was receiving adequate value for the Oce TCS 500 system, the department requested quotes from other vendors. The department contacted six vendors regarding the Oce TCS 500 system. Five vendors had no interest in the equipment. The sixth vendor made an offer of $700. At this time the Department of Public Service believes it is in the best interest of the city to waive the competitive bidding requirement and award a service contract to Key Blue Prints Inc. in exchanged for the Oce TCS 500 system.
2. WAIVER OF COMPETITIVE BIDDING
Because the decommissioned Oce TCS 500 System was offered to other city agencies and no one was interested, the department sought quotes from multiple vendors for the decommissioned Oce TCS 500 System. The quote from Key Blue Prints is the best value to the city. Therefore, the department is seeking approval under Columbus City Code Section 329.27 to waive competitive bidding for the selection of plotter service provider and enter into contract directly with Key Blue Prints, Inc.
3. CONTRACT COMPLIANCE INFORMATION
The contract compliance number for Key Blue Prints Inc is 31-0933196 and expires 09/23/2015.
4. FISCAL IMPACT
No funds are required.
5. EMERGENCY DESIGNATION
Emergency action is requested so that current equipment can be covered by a service agreement as soon as practical.
Title
To waive competitive bidding requirements of Columbus City Code Chapter 329; to authorize the Director of Public Service to enter into a contract with Key Blue Prints Inc. for preventative maintenance and repair services; to authorize the exchange of an Oce TCS 500 system for 24 months of maintenance and repair services; and to declare an emergency.
Body
WHEREAS, the Director of Public Service has identified the need for a service agreement for the Oce 9600 system; and
WHEREAS, Key Blue Prints Inc. offered a 24 month service agreement on the Oce 9600 in exchange for the decommissioned Oce TCS 500 system; and
WHEREAS, in accordance with Columbus City Code 329.30 the Oce TCS 500 system must first be offered for sale or transfer to other city agencies; and
WHEREAS, the Purchasing Office offered the Oce TCS 500 to other city agencies on August 1, 2014, and no other city agencies inquired about the equipment; and
WHEREAS, the service agreement offered by Key Blue Prints Inc. is valued at $9,048.00; and
WHEREAS, in order to ensure the division was receiving adequate value for the Oce TCS 500 system the division requested quotes from other vendors. The department contacted six vendors regarding the Oce TCS 500 system. Five vendors had no interest in the equipment. The sixth vendor made an offer of $700; and
WHEREAS, this ordinance authorizes the Director of Public Service to waive competitive bidding per Columbus City Code Section 329.27 and to enter into a contract with Key Blue Prints Inc. in exchange for decommissioned equipment; and
WHEREAS, no funds are required; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Public service in that it is immediately necessary to authorize this transaction so that current equipment can be covered by a service agreement as soon as practical for the immediate preservation of 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 Director of Public Service be and is hereby authorized to enter into a contract with Key Blue Prints Inc. for preventative maintenance and repair services for a Oce 9600 Plotter, Scanner, Controller and software.
SECTION 2: That in accordance with Section 329.27 of the City Codes, this Council finds that it is in the best interest of the city to waive the competitive bidding provisions of Chapter 329 of the Columbus City Codes to award the service contract to Key Blue Prints Inc.
SECTION 3: That the Director of Public Services be and is hereby authorized to exchange a decommissioned Oce TSC 500 system for 24 consecutive months of preventative maintenance and repair services on an Oce 9600 Plotter, Scanner, Controller and software system from Key Blue Prints Inc.
SECTION 4. That the City Auditor be and hereby is authorized to make any and all accounting changes for the transactions discussed within this ordinance that are construed by the City Auditor to be reasonably consistent with the intent of this ordinance.
SECTION 5. That for the reasons 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.