Explanation
This legislation authorizes the Director of the Department of Technology to modify and increase by $30,000.00 a service contract with Resource One Computer Systems, Incorporated. Services to be provided include logistics and removal of antiquated equipment, inventory management, information security/hard drive sanitization, determination of redeployment, marketability or donation viability, computer equipment disposal/ retirement and settlement reporting.
Currently, the Department of Technology is responsible for the acquisition and disposal of information technology equipment. Many city departments/divisions have a large quantity of computer equipment that has been replaced, resulting in the need to dispose of items that no longer are useable on the current network environment and is not supportable by DoT. Much is also of no value to any outside user either. Equipment that is supportable is redeployed by the DoT Desktop support group.
The Department of Technology is working closely with the Department of Finance and Management, Purchasing Office to follow the intent of 329.30, and will continue to do so. This service contract between the Department of Technology and Resource One Computer Systems, Inc. allows for the removal of any information from any memory devices of the equipment to prevent any possible misuse of entrusted information and the continuation of asset disposal services on information technology equipment. This modification is needed as a result of additional information technology equipment within city departments/divisions identified for disposal subsequent to original contract (Purchase Order EE003261). The pricing for this modification will remain the same as stated in the original contract.
The original purchase order established July 13, 2006 was bid in June, 2006 under (RD006388)/solication number: SO022907 using the Columbus City Code 329.10, process for awarding professional service contracts not exceeding twenty thousand dollars ($20,000.00). Three (3) companies responded with proposals:
Resource One Computer Systems Inc.
Advanced Technology Services, Inc.
United Recycling Industries, Inc.
Resource One Computer Systems Inc. was determined by the selection team to have presented the best proposal and was awarded the initial contract that will expire on February 28, 2007 funded under purchase order, EE003261. Therefore, the Department of Technology is requesting that the provisions of Chapter 329.11 and 329.30 of the Columbus City Code pertaining to formal bidding and to the sale of city-owned personal property to be waived.
CONTRACT COMPLIANCE
311419297 -- Expiration 03/09/2007 Resource One Computer Systems, Inc.
FISCAL IMPACT
Funds are available within the department's 2006 information services fund budget for this expenditure. The amount of the original contract was $20,000.00 with a remaining balance of $598.80. This modification being the first for $30,000.00 will bring the total cost of the contract to $50,000.00.
EMERGENCY DESIGNATION:
Emergency action is requested in order to continue with these services on computer equipment that is obsolete and no longer usable on the city's network environment, and to certify funds on the contract prior to the year end closing of auditor's office.
Title
To authorize the Director of the Department of Technology to modify and increase a service contract for computer equipment reclamation and disposal with Resource One Computer Systems, Inc.; to waive the provisions of the Columbus City Codes which pertain to formal bidding and govern the sale of city-owned personal property; to authorize the expenditure of $30,000.00 from the Information Service Fund; and to declare an emergency. ($30,000.00)
Body
WHEREAS, the original contract purchase order, EE003261, established July, 2006 awarded a serivce contract for the reclamation and disposal of computer equipment with Resource One Computer Systems, Inc.; and
WHEREAS, subsequent to the original contract, the Department of Technology has identified computer equipment from city departments/divisions that is no longer functional or useable on the current network environment and is not supportable by DoT; and
WHEREAS, the Department of Technology needs to modify a contract with Resource One Computer Systems, Inc. that allows for the removal of any information from any memory devices of the equipment to prevent any possible misuse of entrusted information and the continuation of asset disposal services on this computer equipment no longer needed for any City purpose; and
WHEREAS, for the reasons articulated above, it is in the best interest of the City Of Columbus to dispose of this equipment in this manner and waive Section 329.11 and 329.30 of the Columbus City Codes, 1959, which governs the process of formal bidding and the sale of city-owned personal property; and
WHEREAS, an emergency exists in the usual daily operation of the City of Columbus in that it is immediately necessary for the Department of Technology to modify and increase a service contract for computer equipment reclamation and disposal with Resource One Computer Systems, Inc. for the immediate preservation of public health, peace, safety and welfare; Now, Therefore
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Director of the Department of Technology is authorized and directed to modify and increase an existing service contract ( purchase order, EE003261), for the reclamation and disposal of computer equipment with Resource One Computer Systems, Inc.
SECTION 2. That the expenditure of $30,000.00 or so much as may be needed be and hereby is authorized within the information services fund to pay the cost thereof as follows:
Division: 47-02|Fund: 514|Subfund: 001|OCA: 280735 | Object level one: 03| Object level three code: 3372| Amount: $30,000.00.
SECTION 3. That Sections 329.11 and 329.30 of the Columbus City Codes, 1959, formal competitive bidding and sale of city-owned personal property, is hereby waived.
SECTION 4. That for the reasons stated in the preamble hereto, 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.