City of Columbus - File #: 0672-2004

• File #: 0672-2004
• Version: 1
• Type: Ordinance
• Status: Passed
• File created: 3/29/2004
• In control: Finance & Economic Development Committee
• On agenda: 4/26/2004
• Final action: 4/28/2004
• Title: To authorize and direct the Finance Director to modify and extend the citywide contracts for the option to purchase/lease 35 CPM/PPM Digital Copiers, with three (3) suppliers: MT Business Technologies, Inc., Digital Imaging Solutions Co. and Copiers & More Inc. and to declare an emergency.

Date	Ver.	Action By	Action	Result
4/28/2004	1	CITY CLERK	Attest
4/27/2004	1	MAYOR	Signed
4/26/2004	1	Columbus City Council	Approved	Pass
4/26/2004	1	COUNCIL PRESIDENT	Signed
4/9/2004	1	Finance - Purchasing Drafter	Sent to Clerk's Office for Council
4/7/2004	1	Auditor Reviewer	Reviewed and Approved
4/7/2004	1	CITY AUDITOR	Reviewed and Approved
4/7/2004	1	Finance - Purchasing Drafter	Sent for Approval
4/7/2004	1	CITY ATTORNEY	Reviewed and Approved
4/5/2004	1	ODI DIRECTOR	Reviewed and Approved
4/5/2004	1	Finance - Purchasing Drafter	Sent for Approval
4/2/2004	1	EBOCO Reviewer	Reviewed and Approved
4/1/2004	1	EBOCO Reviewer	Reviewed and Approved
3/31/2004	1	Finance - Purchasing Drafter	Sent for Approval
3/31/2004	1	FINANCE-PURCHASING APPROVER	Reviewed and Approved

Explanation

BACKGROUND: To modify and extend the existing city-wide contracts for the option to purchase/lease 35 CPM/PPM Digital Copiers for all city agencies, to and including March 26, 2005. Formal bids were opened by the Purchasing Office on November 8, 2001. The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06. (Proposal No. SA000109RFM). FL001090 with MT Business Technologies, Inc.; FL001094 with Digital Imaging Solutions Co. (d.i.s.c.); and, FL001097 with Copiers & More Inc.were established in accordance with bids received. Their respective contract compliance numbers are 34-0376420, 31-1359691 and 31-1333600.

1. Amount of additional funds: There is no additional funding necessary to extend the option contracts. The estimated annual expenditure for agencies using the contracts is $125,000.00 per contract. Each division 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 contracts.
3. Reason other procurement processes not used: It is in the City's best interest to continue these agreements based on the current marketplace for purchase/lease of copiers.
4. How cost was determined: The cost, terms and conditions are in accordance with the original agreements.

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

To maintain an uninterrupted supply of copier services and product to agencies using the Universal Term Contract, this ordinance is be submitted as an emergency.

Title

To authorize and direct the Finance Director to modify and extend the citywide contracts for the option to purchase/lease 35 CPM/PPM Digital Copiers, with three (3) suppliers: MT Business Technologies, Inc., Digital Imaging Solutions Co. and Copiers & More Inc. and t...