City of Columbus - File #: 1663-2009

• File #: 1663-2009
• Version: 1
• Type: Ordinance
• Status: Passed
• File created: 11/24/2009
• In control: Safety Committee
• On agenda: 12/14/2009
• Final action: 12/16/2009
• Title: To authorize and direct the Finance and Management Director, on behalf of the Division of Police, to enter into a contract with Southern Computer Warehouse to purchase the Barracuda Email Archiving equipment; to authorize the expenditure of $54,619.65 from the Law Enforcement Seizure Funds; and to declare an emergency. ($54,619.65)

Date	Ver.	Action By	Action	Result
12/16/2009	1	CITY CLERK	Attest
12/15/2009	1	MAYOR	Signed
12/14/2009	1	Columbus City Council	Approved	Pass
12/14/2009	1	COUNCIL PRESIDENT	Signed
12/2/2009	1	EBOCO Reviewer	Sent for Approval
12/2/2009	1	ODI DIRECTOR	Reviewed and Approved
12/2/2009	1	Safety Drafter	Sent for Approval
12/2/2009	1	CITY ATTORNEY	Reviewed and Approved
12/2/2009	1	Safety Drafter	Sent to Clerk's Office for Council
12/1/2009	1	CITY AUDITOR	Reviewed and Approved
12/1/2009	1	CITY AUDITOR	Reviewed and Approved
12/1/2009	1	Safety Drafter	Sent for Approval
11/30/2009	1	Finance Reviewer	Reviewed and Approved
11/30/2009	1	Finance Reviewer	Reviewed and Approved
11/30/2009	1	Finance - Purchasing Reviewer	Reviewed and Approved
11/30/2009	1	FINANCE DIRECTOR	Reviewed and Approved
11/30/2009	1	Safety Reviewer	Reviewed and Approved
11/25/2009	1	SAFETY DIRECTOR	Reviewed and Approved
11/24/2009	1	Safety Reviewer	Reviewed and Approved
11/24/2009	1	Safety Reviewer	Reviewed and Approved
11/24/2009	1	Safety Reviewer	Reviewed and Approved

Explanation

BACKGROUND: The Division of Police, Department of Public Safety, needs to purchase a Barracuda Email Archiving equipment. This item is needed so that the Division of Police can store, index, and retrieve all e-mail communication in accordance with public records law more efficiently.

Bid Information: A formal bid was advertised through the Purchasing office (Solicitation No. SA003435) and bids were received on November 19, 2009 for the purchase of the Barracuda Email Archiving, three year-Energizer Updates, and 24/7 technical support. Bids were received from the following vendors:

Southern Computer (Majority) $54,619.65
Tangent Computer (Majority) $57,711.00
SHI International (FBE) $40,122.00
Computer Creations (Majority) $60,815.00
SecureNet Associates $56,697.48
Business Services (Majority) $67,079.98
DLP Technologies (Majority $56,785.00

The Division of Police recommends acceptance of the bid submitted by Southern Computer Warehouse as being the lowest and best bid that met all the specifications. SHI submitted a lower bid that was incomplete because their bid did not include the three year instant replacement, next business day hardware replacement.

This company is not debarred according to the Federal excluded parties listing or prohibited from being awarded a contract according to the Auditor of State unresolved findings for recovery certified search.

Emergency Designation: Emergency legislation is requested to expedite the process of the award so the system can be installed as soon as possible to more efficiently comply with the public records law.

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