City of Columbus - File #: 2390-2015

• File #: 2390-2015
• Version: 1
• Type: Ordinance
• Status: Passed
• File created: 9/21/2015
• In control: Technology Committee
• On agenda: 10/19/2015
• Final action: 10/21/2015
• Title: To authorize the Director of Finance and Management, on behalf of the Department of Technology, to establish a purchase order with Gordon Flesch Company, Inc., utilizing two State of Ohio DAS Cooperative Contracts; to authorize the purchase order created from this ordinance to be extended if the State Term contracts are extended; and to authorize the expenditure of $47,980.20 from the Department of Technology, Information Services Division, Internal Service Fund; and to declare an emergency ($47,980.20).

Date	Ver.	Action By	Action	Result
10/21/2015	1	CITY CLERK	Attest
10/20/2015	1	MAYOR	Signed
10/19/2015	1	COUNCIL PRESIDENT	Signed
10/19/2015	1	Columbus City Council	Approved	Pass

Explanation

BACKGROUND:
This ordinance authorizes the Director of Finance and Management, on behalf of the Department of Technology, to establish a purchase order with Gordon Flesch Company, Inc., utilizing two State of Ohio DAS Cooperative Contracts: STS096 Schedule Number 800088, with an expiration date of January 31, 2016; and MMA096 Contract Number 440960028, with an expiration date of May 31, 2018. These contracts are authorized for the City's use by Ordinance No. 582-87, for the lease and maintenance of Canon production printing equipment. The Department of Technology requires this equipment to produce payroll, wage and tax statements, Auditor's warrants, jury summons, and income tax forms. The purchase order will provide for a twelve month lease and associated maintenance services from November 21, 2015 through November 20, 2016. The City has options to renew the lease for one (1) additional twelve month term, subject to approval of proper City authorities and renewal of the State of Ohio Contracts. If the City chooses to end the lease prior to its total thirty-six month term, it may do so without penalty, in accordance with section 9 of the Ohio STS Master Lease Agreement. The cost for the second twelve month period of the lease and associated maintenance is $47,980.20: $32,693.40 for the lease under STS096 and $15,286.80 for maintenance under MMA096. Under the proposed agreement, the City has an option to purchase the equipment at the end of the lease for an estimated cost of $12,159.00. This original agreement was established by authority of ordinance 1466-2014, passed November 5, 2014, through purchase order FL006047.

The Department of Technology (DoT) chose Canon equipment after considering vendor offers for comparable Canon, Xerox, Ricoh and KonicaMinolta equipment. All of this equipment is available under the Ohio STS Master Lease Agreement. Gordon Flesch, offering Canon equipment, proposed the lowest overall annual cost of the vendors co...