City of Columbus - File #: 0980-2003

• File #: 0980-2003
• Version: 1
• Type: Ordinance
• Status: Passed
• File created: 5/9/2003
• In control: Administration Committee
• On agenda: 7/14/2003
• Final action: 7/16/2003
• Title: To authorize and direct the Finance Director to enter into one contract for an option to purchase Computers, Servers, Laptops, Peripherals, Accessories and Related Services, with Smart Solutions, and to authorize the expenditure of one dollar to establish the contract from the Purchasing/Contract Operation Fund, and to declare an emergency. ($1.00)

Date	Ver.	Action By	Action	Result
7/16/2003	1	MAYOR	Signed
7/16/2003	1	CITY CLERK	Attest
7/14/2003	1	Columbus City Council	Approved	Pass
7/14/2003	1	COUNCIL PRESIDENT	Signed
6/30/2003	1	ODI DIRECTOR	Reviewed and Approved
6/30/2003	1	FINANCE-PURCHASING APPROVER	Reviewed and Approved
6/26/2003	1	EBOCO Reviewer	Reviewed and Approved
6/3/2003	1	City Clerk's Office	Sent back for Clarification/Correction
6/3/2003	1	Auditor Reviewer	Reviewed and Approved
6/3/2003	1	CITY AUDITOR	Reviewed and Approved
6/3/2003	1	City Clerk's Office	Sent back for Clarification/Correction
6/3/2003	1	CITY ATTORNEY	Reviewed and Approved
6/3/2003	1	City Clerk's Office	Sent back for Clarification/Correction
5/9/2003	1	Finance Drafter	Sent to Clerk's Office for Council

Explanation

BACKGROUND: For the option to purchase Computers, Servers, Laptops, Peripherals, Accessories and Related Services for the Department of Technology, the largest user. The term of the proposed option contract will be three years with two (2) one-year options to renew if mutually agreed.

The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation No. SA000246JY). Two hundred seventy-four (MAJ:248, MBR:5, MBE:17, FBE:4) bids solicited; nineteen (MAJ:15, MBR:1, MBE:3) bids received. The Purchasing Office is recommending award of a contract to the lowest, responsive and responsible bidder:

Smart Solutions , MBR (Minority Business Registration), CC# 34-1403269,
Estimated Annual Expenditure: $750,000.00

Since additional legislation will most likely be necessary for any division to purchase off the option contract, this ordinance is submitted as an emergency. Without this emergency action, 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 the option contract is budgeted in the Purchasing Contract Account. The Department of Technology will be required to obtain approval to expend from their own appropriations for their estimated annual expenditures.

Title

To authorize and direct the Finance Director to enter into one contract for an option to purchase Computers, Servers, Laptops, Peripherals, Accessories and Related Services, with Smart Solutions, and to authorize the expenditure of one dollar to establish the contract from the Purchasing/Contract Operation Fund, and to declare an emergency. ($1.00)

Body

WHEREAS, the Purchasing Office advertised and solicited formal bids on February 6, 2003 and selected the lowest, responsive and responsible bid; and

WHEREAS, this ordinance addresses Purchasing objectives of 1) maximizing the use of City resources by obtaini...