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 are 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 option is 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.
The Purchasing Office is recommending award of the contract to the lowest, responsive, responsible and best bidder:
JFT Business Systems, CC# 54176434 (Expires 2/15/2015), $1.00, All Items.
Total Estimated Annual Expenditure (first three years): $97,000.00
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 saction, 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 Divisionof Fire 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 a contract 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 the option to extend for an additional two (2) years if the devices are purchased with JTF Business Systems; 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) (REPEALED BY ORD. 2187-2013 PASSED 9/30/2013)
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids on April 25, 2013 and selected the lowest, responsive, responsible and best bid; 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 and 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 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 an option to purchase each for $1.00 and associated maintenance/service over the same term with the an option to extend maintenance/service and supplies for two (2) additional years on a year for year basis for the Division of Fire, in accordance with Solicitation No. SA004895 as follows:
JTF Business Systems, 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 if the Mayor neither approves nor vetoes the same.