Explanation
BACKGROUND: For the option to purchase GIS Technical Services for the Department of Technology. GIS Technical Services are used in conjunction with a multitude of technical projects for all City agencies.
The term of the proposed option contract would be through June 30, 2011 with the option to extend the contract for one additional year, subject to mutual agreement. The Purchasing Office opened formal bids on October 8, 2009.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06, Solicitation SA003390. Eighty five (85) bids were solicited (F1:2, M1A:1). Four (4) bids were received.
The Purchasing Office is recommending award of the contract to the lowest, responsive, responsible and best bidder:
Cybertech Systems and Software, Inc. CC#020694919 (Expires October 5, 2011), All items.
Total Estimated Annual Expenditure: $200,000.00
This company is not debarred according to the Federal Excluded Parties Listing or the State Auditor's Findings For Recovery Database.
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 Mail, Print Services and UTC Fund. City 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 & Management Director to enter into a contract for the option to purchase GIS Technical Services for the Department of Technology, to authorize the expenditure of one (1) 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 October 8, 2009 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, because GIS Technical Services will be used to provide services in conjunction with various other City projects, 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 an option to purchase GIS Technical 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 & Management Director be and is hereby authorized and directed to enter into the following contract for an option to purchase GIS Technical Services for the Department of Technology for the term ending June 30, 2011 with the option to extend the contract for one (1) additional one-year periods, subject to mutual agreement, in accordance with Solicitation No. SA003390 as follows:
Cybertech Systems and Software, 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.