Explanation
BACKGROUND: This ordinance is for the option to purchase Remanufactured Toner Cartridges for the Finance and Management Department. Remanufactured Toner Cartridges are used by all City agencies in printers, copiers, and fax machines. The term of the proposed option contract will be two (2) years. The contract is through September 30, 2013, with the option to extend for one additional year. The Purchasing Office opened formal bids on March 10, 2011.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation SA003871). One hundred and ninety one (191) (M1A:5, F1:2) bids were solicited; A total of four (4) bid proposals (M1A:1, F1:0) were received.
The Purchasing Office is recommending award to the lowest, responsive, responsible and best bidder in compliance with the specifications.
US Laser LLC, CC#311357570 (expires 05/06/2012).
Total Estimated Annual Expenditure: $450,000.00
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 Remanufactured Toner Cartridges are necessary in the work environment of all City agencies and any discontinuation of this product would negatively affect the delivery of valuable public services.
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 the Finance and Management Director to enter into one (1) Universal Term Contract for the option to purchase Remanufactured Toner Cartridges with US Laser LLC.; 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 March 10, 2011 and selected the lowest, responsive, responsible and best bid. Four (4) bids were received; 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, Remanufactured Toner Cartridges are necessary in the work environment of all City agencies, 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 one (1) contract for an option to purchase Remanufactured Toner Cartridges to ensure uninterrupted supply of materials and 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 and Management Director be and is hereby authorized to enter into the following contract for an option to purchase Remanufactured Toner Cartridges with Solicitation SA003871; contract is through September 30, 2013 and may be extended for one (1) additional one year subject to mutual agreement by both parties:
US Laser LLC.; Awarded 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.