Explanation
BACKGROUND: This ordinance authorizes the option to purchase Recording Media for the Department of Technology. The term of the proposed option contracts will be through March 31, 2015 with the option to extend one additional year, subject to mutual agreement by both parties, in accordance with formal bid SA004782. The Purchasing Office opened formal bids on February 14, 2013.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation No. SA004782). One hundred fifty four (154) bids were solicited (MAJ: 142, MBR: 5, M1A: 5, HL1: 1, F1:1) Seven (7) bids were received (MAJ: 4, MBR: 1, M1A: 1, F1:1).
The Purchasing Office is recommending award of the contract to the lowest responsive, responsible and best bidder:
Tape Central, Inc., CC#311656101, exp. 10/31/14
Total Estimated Annual Expenditure: $25,000.00
This company is not debarred according to the Excluded Parties listing of the Federal Government and is not listed in the Auditor of States database for Findings for Recovery.
This ordinance is being submitted as an emergency because, without emergency action, no less than 37 days will be added to the procurement cycle and the efficient delivery of recording media necessary to accomplish City functions would potentially be delayed.
FISCAL IMPACT: Funding to establish this option contract is budgeted in the Mail, Print Services, and UTC Fund. The City Agencies will be required to obtain approval to expend from its own appropriations.
Title
To authorize the Finance and Management Director to enter into a universal term contract for the option to purchase Recording Media with Tape Central, Inc.; to authorize the expenditure of one dollar ($1.00) 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 February 14, 2013 and selected the lowest responsive, responsible and best bid; and
WHEREAS, this ordinance addresses the Purchasing objective of 1) maximizing the use of City resources by obtaining optimal products/services at low prices 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, because Recording Media will be used by the Department of Technology for various data backups and computer projects, this is being submitted for consideration as an emergency measure; and
WHEREAS, an emergency exists in the usual daily operation of the City in that it is immediately necessary to enter into one (1) contract for the option to purchase Recording Media to ensure the 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 and Management Director be and is hereby authorized to enter into the following contract for the option to purchase Recording Media for the term ending March 31, 2015 with the option to extend for one additional year in accordance with Solicitation No. SA004782 as follows:
Tape Central, 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 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.