City of Columbus - File #: 0945-2011

• File #: 0945-2011
• Version: 1
• Type: Ordinance
• Status: Passed
• File created: 6/8/2011
• In control: Administration Committee
• On agenda: 6/20/2011
• Final action: 6/23/2011
• Title: To authorize the Finance and Management Director to enter into contract for the option to purchase Hewlett Packard Computing Hardware; to authorize the expenditure of one dollar to establish the contract from the Mail, Print Services, and UTC Fund; and to declare an emergency. ($1.00)

Date	Ver.	Action By	Action	Result
6/23/2011	1	CITY CLERK	Attest
6/22/2011	1	MAYOR	Signed
6/20/2011	1	Columbus City Council	Approved	Pass
6/20/2011	1	COUNCIL PRESIDENT	Signed
6/10/2011	1	ODI DIRECTOR	Reviewed and Approved
6/10/2011	1	Finance - Purchasing Reviewer	Sent for Approval
6/10/2011	1	Auditor Reviewer	Reviewed and Approved
6/10/2011	1	Finance Drafter	Sent for Approval
6/10/2011	1	CITY ATTORNEY	Reviewed and Approved
6/10/2011	1	Finance - Purchasing Reviewer	Sent to Clerk's Office for Council
6/10/2011	1	Finance Drafter	Sent to Clerk's Office for Council
6/9/2011	1	FINANCE DIRECTOR	Reviewed and Approved
6/9/2011	1	Finance - Purchasing Reviewer	Sent for Approval
6/9/2011	1	Auditor Reviewer	Reviewed and Approved
6/9/2011	1	CITY AUDITOR	Reviewed and Approved
6/9/2011	1	Finance Drafter	Sent for Approval
6/8/2011	1	Finance - Purchasing Drafter	Sent for Approval
6/8/2011	1	Finance - Purchasing Reviewer	Reviewed and Approved
6/8/2011	1	Finance Reviewer	Reviewed and Approved

Explanation

BACKGROUND: This ordinance authorizes the option to purchase Hewlett Packard Computing Hardware for the Department of Technology, the largest user, and other city agencies. The term of the proposed option contract will be through April 30, 2014 with the option to extend one additional year, subject to mutual agreement by both parties, in accordance with formal bid SA003950. The Purchasing Office opened formal bids on May 12, 2011. These items are to provide Hewlett Packard Computing Hardware for all city agencies.

The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation No. SA003950). 194 bids were solicited (MAJ: 180, F1: 2, M1A: 12); Three (MAJ: 13) bids were received.

The bid provided for bidders to offer to provide at a cost, Certified Recycle/Disposal Services. Smart Solutions, Inc. provided for these services in their bid. The recycling and disposal services are in compliance with the Mayor's Green Initiative. Therefore, it is recommended that these services be awarded as offered in their bid.

Item 6 is not recommended for award. It was determined by solicitation SA003950, that no bidders could meet the city's requirement as specified. Smart Solutions was the low bidder on items 1-5.

The company is not debarred according to the Excluded Parties listing of the Federal Government and is not listed in the Auditor of States database for Findings for Recovery.

The Purchasing Office is recommending award of one contract to the lowest, responsive, responsible and best bidder:

Smart Solutions, Inc. CC# 341403269, exp. 1/28/2013
Total Estimated Annual Expenditure: $300,000.00

This ordinance is being submitted as an emergency because without emergency action the city will not have available the option to purchase Hewlett Packard Computing Hardware and the efficient delivery of valuable public services will be slowed. The previous contract for Hewlett Packard Computing Hard...