City of Columbus - File #: 0404-2011

• File #: 0404-2011
• Version: 1
• Type: Ordinance
• Status: Passed
• File created: 3/3/2011
• In control: Administration Committee
• On agenda: 4/4/2011
• Final action: 4/7/2011
• Title: To authorize the Director of the Department of Technology to modify, increase and renew a contract with Xerox Corporation to extend term period for six months for annual printer maintenance support services and additional contingency funds needed to satisfy any unforeseen circumstances; to waive the competitive bidding provisions of the Columbus City Codes; to authorize the expenditure of $44,854.64 from the Department of Technology, Information Services Fund; and to declare an emergency. ($44,854.64)

Date	Ver.	Action By	Action	Result
4/7/2011	1	CITY CLERK	Attest
4/6/2011	1	MAYOR	Signed
4/4/2011	1	Columbus City Council	Approved	Pass
4/4/2011	1	COUNCIL PRESIDENT	Signed
3/9/2011	1	Technology Drafter	Sent for Approval
3/9/2011	1	FINANCE DIRECTOR	Reviewed and Approved
3/9/2011	1	Technology Drafter	Sent for Approval
3/9/2011	1	Auditor Reviewer	Reviewed and Approved
3/9/2011	1	CITY AUDITOR	Reviewed and Approved
3/9/2011	1	Technology Drafter	Sent for Approval
3/9/2011	1	CITY ATTORNEY	Reviewed and Approved
3/9/2011	1	Technology Drafter	Sent to Clerk's Office for Council
3/8/2011	1	Finance Reviewer	Reviewed and Approved
3/8/2011	1	Finance Reviewer	Reviewed and Approved
3/8/2011	1	Finance Reviewer	Reviewed and Approved
3/8/2011	1	FINANCE DIRECTOR	Reviewed and Disapproved
3/7/2011	1	ODI DIRECTOR	Reviewed and Approved
3/7/2011	1	Technology Drafter	Sent for Approval
3/5/2011	1	EBOCO Reviewer	Sent for Approval
3/4/2011	1	Technology Drafter	Sent for Approval
3/3/2011	1	Technology Drafter	Sent for Approval
3/3/2011	1	TECHNOLOGY DIRECTOR	Reviewed and Approved

Explanation

BACKGROUND:
This legislation authorizes the Director of the Department of Technology to extend a contract established through purchase orders DL000046 (established in the year of 2000) and EL900834 (established in the year of 1999) with the Xerox Corporation, for printer maintenance support services, effective April 1, 2011 through September 30, 2011, in the amount of $44,854.64. The original contract provides language that allows for contract renewals and modifications each year on the contract anniversary date. This contract was most recently modified and renewed by authority of ordinance 0527-2010, passed July 14, 2010 (purchase order EL010994). The Department of Technology also request that the passage of this ordinance will provide for an extension of existing purchase order (EL010994) and funds through September 20,2011.

Also, this ordinance requests approval of $5,000 for contingency funding within the $44,854.64 for the period April 1, 2011 through September 30, 2011, to be utilized in the event of excess prints, overruns and/or any unforeseen circumstances. These contingency funds will not be utilized if not needed.

When this contract was last modified, the intent was to utilize a competitive procurement process to award a new contract for this service. However, unforeseen delays require the extension for another six months to ensure continued service with the current vendor. Specifications for a formal bid are being prepared for this service, and it is anticipated that a new contract will be awarded by October 1, 2011 as a result of a forthcoming competitive procurement process. This ordinance requests approval to continue services provided by the Xerox Corporation and to waive the competitive bidding provisions of the Columbus City Codes (Section 329) to continue services with the existing company and existing contract. The cost of this modification was determined through negotiations with the vendor upon receipt of a pric...