Explanation
BACKGROUND: For the option to purchase Computers, Monitors, Servers, Peripherals, Accessories and Services for the Department of Technology, the largest user. The term of the proposed option contract will be through March 31, 2011. There is an option to extend the contract for two (2), one year periods. The Purchasing office opened formal bids on January 24, 2008.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation SA002748). Forty-nine bids were solicited; Six (6) were received (4MAJ, 2M1A).
Smart Solutions, Inc. was low bid on all items for the HP Computer equipment.
Resource One, Inc. was low bid on all items for the Dell Computer equipment.
Smart Solutions, Inc., CC# 34-1403269 (Expires May 18, 2009)
Resource One Computer Systems, F1, CC# 31-1419297 (Expires February 21, 2009)
Total Estimated Annual Expenditure: $90,000.00
Neither company is debarred according to the State of Ohio Unresolved Findings for Recovery database or the Federal Government 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.
FISCAL IMPACT: Funding to establish this option contract is budgeted in the Universal Term Contract (UTC) Fund. The Department of Technology and other agencies will be required to obtain approval to expend from their own appropriations for their estimated annual expenditures.
Title
To authorize and direct the Finance and Management Director to enter into two UTC contracts for the option to purchase Hewlett-Packard Computers, Monitors, Servers, Peripherals, Accessories, Servers and Dell Computers, Monitors, Servers, Peripherals, Accessories and Services from Smart Solutions, Inc. and Resource One, Inc, respectively, to authorize the expenditure of two (2) dollars to establish the contracts from the Purchasing/Contract Operation Fund, and to declare an emergency. ($2.00).
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids on January 24, 2008 and selected the lowest, responsible and best bids; 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, in order to establish a supply matrix as soon as possible for these needed computers, monitors, servers, peripherals, accessories and services utilized by the Department of Technology to purchase equipment and services utilized by city agencies, this is being submitted for consideration as an emergency measure; and
WHEREAS, both manufacturers of the computers and monitors meet the Silver Registration of the Electronic Products Enviromental Assessment Tool (EPEAT) as specified in the consensus lead IEEE Standard for the Enviromental Assessment of Personal Computer Products (1680); 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 computers, monitors, servers, peripherals, accessories 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 and Management Director be and hereby authorized and directed to enter into the following the contracts for the option to purchase Computers, Monitors, Servers, Peripherals, Accessories and Services for the Department of Technology, the largest user in accordance with SA002748. The term of the proposed option contract will be through March 31, 2011. There is an option to extend the contract for two (2), one year periods. The Purchasing office opened formal bids on January 24, 2008.
Smart Solutions, Inc., Items 1 through 20: Amount: $1.00
Resource One Computer Systems, Inc., Items 23 through 42: Amount: $1.00
SECTION 2. That the appropriation and expenditure of $2.00 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.