Explanation
BACKGROUND: For the option to purchase Re-Manufactured Laser Toner and Printer Maintenance for all City agencies. The term of the proposal option contract would be three years. Contract is through December 31, 2008. The Purchasing Office opened formal bids on November 17, 2005.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation No. SA000556. Two Hundred and Fifty-Nine (MAJ:231, MBE:21, F1:7) bids were solicited; twelve (MAJ:9, M1A:3) bids were received.
While there were lower bids submitted, they did not meet key specifications because required elements were missing from the bid proposal. The Purchasing Office is recommending award of contracts to the lowest, responsive, responsible and best bidders:)
US Laser, Inc. MAJ, CC#31-1357570, $1.00
Total Estimated Annual Expenditure: $300,000.00
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 Purchasing Contract Account. City Agencies will be required to obtain approval to expend from their own appropriations for their estimated annual expenditures.
The 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.
Title
To authorize and direct the Finance and Management Director to enter into three one contracts for the option to purchase Re-Manufactured Toner Cartridges and Printer Maintenance with US Laser, Inc., to authorize the expenditure of one dollar to establish the contract from the Purchasing/Contract Operation Fund, and to declare an emergency. ($1.00).
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids on November 17, 2005 and selected the lowest, responsive, responsible and best bid; 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 ensure Re-Manufactured Toner Cartridges and Printer Maintenance are supplied without interruption this is being submitted for consideration as an emergency measure; 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 Re-Manufactured Toner Cartridges and Printer Maintenance, 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 and directed to enter into the following contract(s) for an option to purchase Re-Manufactured Toner Cartridges and Printer Maintenance in accordance with Solicitation No. SA001816 as follows:
US Laser, Inc. for all items, Amount: $1.00
SECTION 2. That the expenditure of $1.00 is hereby authorized from Purchasing Contract Account, Organization Level 1: 45-50, Fund: 05-517, Object Level 3: 2270, OCA: 450020, 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.