Explanation
BACKGROUND: For the option to purchase Cisco Equipment and Related Services. The term of the proposal option contract will be through and including December 31, 2007. There are two, one year options to renew upon agreement of both parties. The Purchasing Office opened formal bids on December 30, 2004. Three contracts have been awarded. None of the proposed contractors have a "Findings for Recovery" the State of Ohio Auditor nor are do they show on the Federal Goverment's "Excuded Parties List."
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation No. SA001372JY. Four Hundred and Twenty-one (MAJ:383, MBE:30, FBE:8) bids were solicited; twelve (MAJ:9, MBE:2; FBE:1) bids were received.
While there were lower bids submitted, terms and conditions were submitted or they did not meet key specifications or because of pricing errors or pages were missing from the bid proposal. The apparent low bidder for items 1 and 2, SBC, did not return the complete bid document and indicated that it was not an official offer. The apparent low bidder for Item 2, Open Technology Group, could not meet the percentage discount as offered in their response. The Purchasing Office is recommending award of contracts to the lowest, responsive, responsible and best bidders:
Pomeroy IT Solutions, MAJ, CC#61-1352158, $1,500,000.00
Echo 24, MAJ, CC#31-1753698, Item 3, $42,000
Insight Public Sector Inc., MAJ, CC#36-39-49000, Item 4, $80,000.00
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.
Title
To authorize and direct the Finance Director to enter into three contracts for the option to purchase Cisco Equipment and Related Services, to authorize the expenditure of $3.00 from the Purchasing Contract Account Fund and to declare an emergency. ($3.00)
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids on Decmenber 30, 2004 and selected the lowest, responsive, 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 ensure wide area network equpiment, connectivity and engineering services are supplied without interruption in order to keep the local and wide are networks functioning so internal and external services can be performed 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 Cisco Equipment and Related 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 Director be and is hereby authorized and directed to enter into the following contract(s) for an option to purchase Cisco Equipment and Related Services in accordance with Solicitation No. SA000556 as follows:
Pomeroy IT Solutions, Items One and Two, $1.00
Echo 24, Item 3, $1.00
Insight Public Sector Inc., Item 4, $1.00
SECTION 2. That the expenditure of $3.00 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.