Explanation
BACKGROUND: This ordinance authorizes the option to purchase Hewlett Packard Computing Hardware for the Department of Technology, the largest user, and other city agencies. The term of the proposed option contract will be through April 30, 2014 with the option to extend one additional year, subject to mutual agreement by both parties, in accordance with formal bid SA003950. The Purchasing Office opened formal bids on May 12, 2011. These items are to provide Hewlett Packard Computing Hardware for all city agencies.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation No. SA003950). 194 bids were solicited (MAJ: 180, F1: 2, M1A: 12); Three (MAJ: 13) bids were received.
The bid provided for bidders to offer to provide at a cost, Certified Recycle/Disposal Services. Smart Solutions, Inc. provided for these services in their bid. The recycling and disposal services are in compliance with the Mayor's Green Initiative. Therefore, it is recommended that these services be awarded as offered in their bid.
Item 6 is not recommended for award. It was determined by solicitation SA003950, that no bidders could meet the city's requirement as specified. Smart Solutions was the low bidder on items 1-5.
The 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.
The Purchasing Office is recommending award of one contract to the lowest, responsive, responsible and best bidder:
Smart Solutions, Inc. CC# 341403269, exp. 1/28/2013
Total Estimated Annual Expenditure: $300,000.00
This ordinance is being submitted as an emergency because without emergency action the city will not have available the option to purchase Hewlett Packard Computing Hardware and the efficient delivery of valuable public services will be slowed. The previous contract for Hewlett Packard Computing Hardware expired while the City was developing new specifications.
FISCAL IMPACT: Funding to establish this option contract is budgeted in the Mail, Print Services, and UTC Fund. City agencies will be required to obtain approval to expend from their own appropriations.
Title
To authorize the Finance and Management Director to enter into contract for the option to purchase Hewlett Packard Computing Hardware; to authorize the expenditure of one dollar to establish the contract 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 May12, 2011 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 an effective option contract for the Department of Technology and other city agencies to efficiently maintain their supply chain and service to the public; and
WHEREAS, in order to ensure Hewlett Packard Computing Hardware is supplied without interruption to city agencies within the city, this is being submitted for consideration as an emergency measure; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Technology in that it is immediately necessary to enter into a contract for the option to purchase Hewlett Packard Computing Hardware because the previous contract has expired, 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 Hewlett Packard Computing Hardware for the Department of Technology and other city agencies, for the term ending April 30, 2014, with the option to extend for one additional year period in accordance with Solicitation No. SA003950 as follows:
Smart Solutions, Inc. All Items: 1-5 and Certified Recycle/Disposal Services 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.