Explanation
BACKGROUND:
This legislation authorizes the Director of the Department of Technology to renew a contract with Xerox Corporation for printer maintenance and support services. The supported printer systems provide high volume printing services critical to many city applications such as payroll, wage and tax statements, Auditor's warrants, jury summons, income tax forms and water bills. The original contract (EL012109) was authorized by ordinance 1349-2011, passed September 12, 2011. That contract provides language that allows for contract renewals and modifications for up to two additional years. The contract was most recently renewed by authority of ordinance 1698-2012, passed September 10, 2012, through purchase order EL013573. This second and final renewal will provide service for the period October 1, 2013 through September 30, 2014, at a cost of $97,198.20.
EMERGENCY DESIGNATION:
Emergency designation is being requested to immediately facilitate prompt payment; to continue with services that are necessary to support daily operations; to ensure no service interruptions.
FISCAL IMPACT:
During the years 2011 and 2012, the Department of Technology (DoT) expended $89,442.00 (both years) with Xerox Corporation (via Ord.'s 1349-2011 & 1698-2012) for annual printer maintenance support services. The 2013 cost associated with this year's renewal of printer maintenance support services is $97,198.20. Funds are available within the Department of Technology, Information Services Division, internal service fund; including this renewal, the aggregate contract total amount is $276,082.20.
CONTRACT COMPLIANCE NUMBER:
Vendor Name: Xerox Corporation CC #: 16 - 0468020 Expiration Date: 09/19/2015
Title
To authorize the Director of the Department of Technology to renew a contract with Xerox Corporation for annual printer maintenance support services; to authorize the expenditure of $97,198.20 from the Department of Technology, Information Services Division, internal service fund; and to declare an emergency. ($97,198.20)
Body
WHEREAS, this legislation authorizes the Director of the Department of Technology to renew a contract with Xerox Corporation for printer maintenance and support services; and
WHEREAS, the original contract (EL012109) was authorized by ordinance 1349-2011, passed September 12, 2011. That contract provides language that allows for contract renewals and modifications for up to two additional years; and
WHEREAS, these printer systems provide high volume printing support services that are critical to many city applications such as payroll, wage and tax statements, auditor's warrants, jury summons, income tax forms and water bills; and
WHEREAS, this second and final renewal will provide service for the coverage term period of October 1, 2013 through September 30, 2014, at a cost of $97,198.20; and
WHEREAS, an emergency exists in the usual and daily operations of the Department of Technology in that it is necessary to immediately renew a contract with Xerox Corporation for annual maintenance support services for two printing systems to facilitate prompt contract execution and related payment for services, for the immediate preservation of 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 Director of the Department of Technology be and is hereby authorized to renew a contract with the Xerox Corporation, for annual printer maintenance support services, effective October 1, 2013 through September 31, 2014, in the amount of $97,198.20.
SECTION 2: That for the purpose stated in Section 1, the expenditure of $97,198.20 or so much thereof as may be necessary is hereby authorized to be expended from:
Division: 47-02| Fund: 514 |Subfund: 001| OCA Code: 470202| Obj. Level One: 03 | Obj. Level Three: 3372| Amount: $97,198.20
SECTION 3: That the City Auditor is authorized to make any accounting changes to revise the funding source for all contracts or contract modifications associated with this ordinance.
SECTION 4: That the funds necessary to carry out the purpose of this ordinance are hereby deemed appropriated, and the City Auditor shall establish such accounting codes as necessary.
SECTION 5: 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.