Explanation
Need: The Division of Police needs to purchase a high density moveable filing system for the Identification Unit. The current filing system in the Identification Unit is worn-out, no longer moves with ease and needs to be replaced. The new filing system will be moveable and will substantially increase the amount of available filing space which is vitally needed.
Bid Information: Two bids were received in the Purchasing Office for Bid # SA002634, High Density Moveable Filing System for the Division of Police which opened October 18, 2007. Overall total prices were as follows: Central Business Group $45,557.28 and Jeter Systems Corporation $48,680.00. The lowest bid meeting specification was Central Business Group.
Central Business Group was the lowest overall and best bid received per specification; therefore, a contract should be awarded to them.
This company is not debarred according to the Federal excluded parties listing or prohibited from being awarded a contract according to the Auditor of State unresolved findings for recovery certified search.
Contract Compliance No: 310875228, expires 02/24/08
Emergency Designation: Emergency legislation is requested so that this purchase may be completed by year-end closing.
FISCAL IMPACT:
Since this purchase will be made with Law Enforcement Contraband Seizure Funds, there will be no effect on the financial status of the General Fund. $32,400.00 has been appropriated for this purchase through the Law Enforcement Contraband Seizure Funds. Additionally, $13,157.28 will come from an existing Capital Improvement Auditor's Certificate, AC027105.
Title
To authorize and direct the Finance and Management Director to enter into contract with Central Business Group for the purchase of a high density moveable filing system for the Division of Police, to authorize the expenditure of $45,557.28 from the Law Enforcement Contraband Seizure Funds, and the Capital Improvements Fund; and to declare an emergency. ($45,557.28)
Body
WHEREAS, there is a need to purchase a high density moveable filing system for the Division of Police; and
WHEREAS, formal bid proposal SA002634 for the purchase of a high density moveable filing system for the Division of Police was received by the Purchasing Office on October 25, 2007; and
WHEREAS, Central Business Group was the overall lowest and most responsive bid received; and
WHEREAS, the cost of this purchase was appropriated in the Law Enforcement Contraband Seizure Funds; and
WHEREAS, additional funding is needed from the Capital Improvement Funds; and
WHEREAS, an emergency exists in the usual daily operation of the Division of Police, Department of Public Safety, in that it is immediately necessary to enter into a contract with Central Business Group for the purchase of a high density moveable filing system for the Division of Police, thereby preserving the public peace, property, health, safety and welfare; now therefore
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Finance and Management Director be and is hereby authorized and directed to enter into contract with Central Business Group for the purchase of a high density moveable filing system for the Division of Police, Department of Public Safety on the basis of Central Business Group's bid being the overall lowest and most responsive bid received.
SECTION 2. That the expenditure of $32,400.00 or so much thereof as may be needed, be and the same is hereby authorized as follows:
DIV 30-03 | FUND 219 | SUB-FUND 002 | OBJ LEVEL (1) 06 | OBJECT LEVEL (3) 6640 | OCA # 301838 | $32,400.00
SECTION 3. That the additional funding of $13,157.28 for this expenditure is hereby authorize from Auditor's Certificate AC027105.
SECTION 4. That for reasons stated in the preamble hereto, which is hereby made a part thereof, this ordinance is hereby declared to be an emergency measure and shall take effect and be in force from the after its passage and approval by the Mayor or ten days after passage if the Mayor neither approves nor vetoes the same.