City of Columbus - File #: 0892-2009

• File #: 0892-2009
• Version: 1
• Type: Ordinance
• Status: Passed
• File created: 6/15/2009
• In control: Administration Committee
• On agenda: 7/6/2009
• Final action: 7/8/2009
• Title: To authorize and direct the Finance and Management Director to enter into a UTC contract for an option to purchase Hewlett Packard Equipment and Services with Agilysys Inc., to authorize the expenditure of one dollar to establish the contract from the Mail, Print Services and UTC Fund, to waive the competitive bidding provisions of the Columbus City Codes, and to declare an emergency. ($1.00)

Date	Ver.	Action By	Action	Result
7/8/2009	1	CITY CLERK	Attest
7/7/2009	1	MAYOR	Signed
7/6/2009	1	Columbus City Council	Approved	Pass
7/6/2009	1	COUNCIL PRESIDENT	Signed
6/19/2009	1	City Clerk's Office	Sent back for Clarification/Correction
6/19/2009	1	Finance Drafter	Sent to Clerk's Office for Council
6/18/2009	1	Finance - Purchasing Drafter	Sent for Approval
6/18/2009	1	CITY ATTORNEY	Reviewed and Approved
6/18/2009	1	Finance - Purchasing Drafter	Sent to Clerk's Office for Council
6/17/2009	1	Finance Drafter	Sent for Approval
6/17/2009	1	Auditor Reviewer	Reviewed and Approved
6/17/2009	1	CITY AUDITOR	Reviewed and Approved
6/16/2009	1	ODI DIRECTOR	Reviewed and Approved
6/15/2009	1	Finance - Purchasing Drafter	Sent for Approval
6/15/2009	1	FINANCE DIRECTOR	Reviewed and Approved
6/15/2009	1	Finance Drafter	Sent for Approval
6/15/2009	1	EBOCO Reviewer	Sent for Approval

Explanation

BACKGROUND: For the option to purchase Hewlett Packard Equipment and Services for the Department of Technology. Hewlett Packard Equipment and Services is used to maintain, repair, and upgrade the City's HP server environment.

The term of the proposed option contract would be through June 30, 2011, with the option to extend for one additional year. The Purchasing Office opened formal bids on June 4, 2009.

The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation No. SA003271). One hundred and sixteen bidders were solicited (MBE:7, FBE:5), three (MBE:0, FBE:0) bids were received.

All three bids submitted were rejected. One bid was incomplete and unsigned, a second bidder was unable to comply with only half of the technical requirements. The third bidder, though compliant with the technical specifications, was rejected as they submitted additional terms and conditions. Upon approval by the Technology Director, the Purchasing Office informally reconsidered the Agilysys, Inc. bid and with guidance and assistance from the City Attorney's Office entered into negotiations with the bidder. These successful negotiations resulted in an acceptable agreement. A contract will now be established with Agilysys Inc., as the lowest and best bid received.

The Purchasing Office is recommending award of a contract to the lowest and best bid:
Agilysys Inc. CC# 340907152, (Expires 8/10/09) All Items.
Total Estimated Annual Expenditure: $227,000.00

The company is not debarred according to the Excluded Parties Listing of the Federal Government and is not listed in the Auditor of State's database for Findings for Recovery.

This ordinance is being submitted as an emergency because, without 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 this option con...