Explanation
For the option to lease forty-eight (48) multi-function devices (MFDs) or more over a term of three (3) years with the option to purchase the equipment for $1.00 each with associated maintenance/service and supplies (except paper) for the same three (3) years with an option to extend for two (2) additional years if the devices/equipment is purchased. These devices will replace a variety of printers, copiers, scanners and facsimile machines currently in use and provide the Division of Fire with fewer devices throughout the division resulting in less variety of supplies and contracts to manage. The term of the proposed option contract will be for three (3) years with an option to extend for two (2) additional one (1) year terms if the purchase options are exercised for continued maintenance/service and supplies. The Purchasing Office opened bids on April 25, 2013.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06, Solicitation SA004895. Seventy-five (75) bids were solicited (MBR: 2, M1A: 2). Eight (8) bidders responded with two (2) bidders providing alternate bids too.
To repeal Ordinance 1746-2013 passed by Columbus City Council on 7/22/13 as the awarded supplier is in breach of contract. The Purchasing Office recommends re-awarding to MT Business Technologies Inc. as the next lowest, responsive, responsible and best bidder:
MT Business Technologies, Inc., CC# 341964774 (Expires 2/22/2014), $1.00, All Items
Total Estimated Annual Expenditure (first three years) $100,000.00
The 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. The Division of Fire will be required to obtain approval to expend from their own appropriations for their estimated annual expenditures.
Title
To repeal Ordinance 1746-2013 and authorize the Finance and Management Director re-award and to enter into a contract with MT Business Technologies, Inc. for the option to lease multi-function devices (MFDs) over a term of three (3) years with the option to purchase the equipment for $1.00 each with associated maintenance/service and supplies (except paper) for three (3) years with an option to extend the contract for an additional two (2) years on a year for year basis, if the equipment is purchased, to cover on going maintenance/service and supply needs; 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 originally awarded supplier is in breach of contract and the Purchasing Office requests that Ordinance 1748-2013 be repealed by Columbus City Council so that the contract can be re-awarded to the next lowest bidder. The Purchasing Office has already terminated the contract (FL005645 with JTF Business Systems); and
WHEREAS, the Purchasing Office advertised and solicited formal bids on April 25, 2013 and now recommends award to the next lowest, responsive, responsible and best bidder; 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, the sooner the contract can be put in place, the sooner current equipment can be replaced with more cost effective equipment with increased capability throughout the Division of Fire; and
WHEREAS, an emergency exists in the usual daily operation of the Division of Fire in that it is immediately necessary to enter into a contract for an option to lease MFDs with an option to purchase with associated maintenance/service and supplies, 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 Ordinance 1746-2013 is hereby repealed and that the Finance and Management Director be and in hereby authorized to enter into the following contract for the option to lease MFDs over a three (3) year term with n option to purchase each for $1.00 at the end of the term and associated maintenance/service over the same term with an option to extend maintenance/service and supplies for two (2) additional years, on a year for year basis, if the equipment is purchased for the Division of Fire, in accordance with Solicitation No. SA004895 as follows:
MT Business Technologies, 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, Organizational 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 it the Mayor neither approves nor vetoes the same.