City of Columbus - File #: 1811-2003

• File #: 1811-2003
• Version: 2
• Type: Ordinance
• Status: Passed
• File created: 7/7/2003
• In control: Safety Committee
• On agenda: 7/28/2003
• Final action: 7/30/2003
• Title: To authorize and direct the Finance Director to contract for the lease of copy machines for the Division of Police, to authorize the expenditure of $93,212.04 from the General and the Law Enforcement Seizure Funds, to waive the provisions of competitive bidding. ;and to declare an emergency. ($93,212.04)

Date	Ver.	Action By	Action	Result
7/30/2003	2	CITY CLERK	Attest
7/29/2003	2	MAYOR	Signed
7/28/2003	1	Columbus City Council	Amended to 30 day	Pass
7/28/2003	1	Columbus City Council	Waive the 2nd Reading	Pass
7/28/2003	1	Columbus City Council	Approved as Amended	Pass
7/28/2003	2	COUNCIL PRESIDENT	Signed
7/14/2003	1	Auditor Reviewer	Reviewed and Approved
7/14/2003	1	CITY AUDITOR	Reviewed and Approved
7/14/2003	1	Safety Drafter	Sent for Approval
7/14/2003	1	CITY ATTORNEY	Reviewed and Approved
7/14/2003	1	Safety Drafter	Sent to Clerk's Office for Council
7/11/2003	1	Finance Reviewer	Reviewed and Approved
7/11/2003	1	FINANCE DIRECTOR	Reviewed and Approved
7/11/2003	1	Safety Drafter	Sent for Approval
7/10/2003	1	ODI DIRECTOR	Reviewed and Approved
7/10/2003	1	Safety Drafter	Sent for Approval
7/9/2003	1	EBOCO Reviewer	Reviewed and Approved
7/8/2003	1	Safety Reviewer	Reviewed and Approved
7/8/2003	1	Safety Reviewer	Reviewed and Approved
7/8/2003	1	SAFETY DIRECTOR	Reviewed and Approved
7/8/2003	1	Safety Reviewer	Reviewed and Approved
7/7/2003	1	Safety Drafter	Sent for Approval
7/7/2003	1	Safety Drafter	Sent for Approval

Explanation
BACKGROUND:
Need: The Division of Police needs to lease three (3) high volume copy machines and one (1) color copier for the Division's Print Shop. These machines are needed for the high volume of copying, 600,000 - 750,000 copies per month, for the entire division.

Bid Information: Formal Bid # SA000443RFM was opened on May 15, 2003. In reviewing all of the bids received, Purchasing Office and Division of Police personnel rejected all of the bids. The bid from the Xerox Corporation met all of the Division's specifications but due to terms and conditions on their bid proposal; this bid is non-responsive. The Division of Police wishes to negotiate with the Xerox Corporation to have these terms and conditions revised; therefore competitive bidding must be waived.

Contract Compliance No.: 16-0468020

Emergency Designation: Emergency legislation is needed because existing contract with Xerox will expire in July 2003.

FISCAL IMPACT: $95,000.00 is budgeted in the General Fund for the lease of copiers for the Division of Police. The lease of three of these copiers are part of these funds. The fourth copier will be funded from the Law Enforcement Seizure Fund. $108,720.00 was spent or encumbered in 2002 for three copiers.

Title
To authorize and direct the Finance Director to contract for the lease of copy machines for the Division of Police, to authorize the expenditure of $93,212.04 from the General and the Law Enforcement Seizure Funds, to waive the provisions of competitive bidding. ;and to declare an emergency. ($93,212.04)

Body
WHEREAS, the Department of Public Safety, Division of Police's Print Shop needs to maintain three (3) high-speed copiers and one (1) color copier in order to provide the volume of required reproduction services needed for the Division and the public; and

WHEREAS, a formal bid opening was held on May 15, 2003 for the lease of four high volume copiers for the Division of Police, Department of Public Safet...