City of Columbus - File #: 0241-2007

• File #: 0241-2007
• Version: 1
• Type: Ordinance
• Status: Passed
• File created: 2/19/2007
• In control: Administration Committee
• On agenda: 3/12/2007
• Final action: 3/15/2007
• Title: To authorize and direct the Finance and Management Director to modify and extend the citywide contracts for the option to purchase Dell and HP Computers, Servers, Laptops, Peripherals and related Accessories with Resource One Computer Systems and Smart Solutions, Inc. respectively, and to declare an emergency.

Date	Ver.	Action By	Action	Result
3/15/2007	1	CITY CLERK	Attest
3/14/2007	1	MAYOR	Signed
3/12/2007	1	Columbus City Council	Approved	Pass
3/12/2007	1	COUNCIL PRESIDENT	Signed
3/1/2007	1	CITY ATTORNEY	Reviewed and Approved
3/1/2007	1	Finance - Purchasing Drafter	Sent to Clerk's Office for Council
2/28/2007	1	ODI DIRECTOR	Reviewed and Approved
2/28/2007	1	Finance - Purchasing Drafter	Sent for Approval
2/27/2007	1	EBOCO Reviewer	Reviewed and Approved
2/26/2007	1	FINANCE DIRECTOR	Reviewed and Approved
2/26/2007	1	Finance - Purchasing Drafter	Sent for Approval
2/23/2007	1	Finance - Purchasing Reviewer	Reviewed and Approved
2/8/2007	1	Finance - Purchasing Drafter	Sent for Approval

Explanation

BACKGROUND: To modify and extend the existing city-wide contracts for the option to purchase Dell and HP Computers, Servers, Laptops, Peripherals and related Accessories for the Department of Technology (DoT), the largest user to and including March 31, 2008. Formal bids were opened by the Purchasing Office on February 6, 2003. The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06. (Proposal No. SA000246JY). Contract numbers FL001696 and FL001717, with Resource One Computer Systems and Smart Solutions, Inc., respectively, were established in accordance with bids received. Their contract compliance numbers are 31-1419297 (expires February 21, 2009) and 34-1403269 (expires June 4, 2007), respectively.

The companies are not debarred according to the Excluded Parties Listing of the Federal government and are not listed in the Auditor of State's database for Findings for Recovery.

1. Amount of additional funds: The estimated annual expenditure for these contracts is $600,000.00. The Department of Technology must obtain approval to expend from their own budgeted funds for their estimated expenditures.
2. Reason additional needs were not foreseen: The need was foreseen. An extension is provided for in the original contract.
3. Reason other procurement processes not used: The DoT, the largest user, recommends that FL001696 and FL001717 be extended to continue daily operational needs while the Department conducts research and evaluates the market to execute specifications for a new bid.
4. How cost was determined: The cost, terms and conditions are in accordance with the original agreement

FISCAL IMPACT: No funding is required to extend the option contracts. The DoT must set aside their own funding for their estimated expenditures.

To maintain an uninterrupted supply of equipment to the City Agencies using the Universal Term Contracts, this ordinance is be submitted as an emergency.

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