Explanation
Background: The Department of Technology (DoT) has a need to purchase new folder/inserter equipment and related services, with folding; feeding; insertion and mail processing capability. This equipment will replace the current aged and out-dated machinery, utilized by the Department of Technology's Operations section, and located at the City Data Center, performing various tasks and functions for various City Agencies; such as mail related process of licenses notices, small claims notices, payroll checks, quarterly tax notices, water bills and much more. Also, the current machinery has passed the manufacturer's expected lifespan of ten (10) years, as it is at least fifteen (15) years old. This purchase is needed prior to July of 2008, as the current contract for the current equipment will expire around that time. Purchasing the equipment now will allow DoT proper amount of time to install the new equipment and go through training, related to the operations of the new equipment, prior to contract expiration of the old equipment; thus minimizing any operational downtime.
The Department of Technology (DoT) exercised due diligence; utilizing services provided by the Purchasing Office, by completing a process to comply with Columbus City Code Section 329. Through this process, documents associated with a Request for Information (RFI) were prepared (SA002475) for responses from vendors. Out of this process the City received information from three (3) companies in response to the RFI; presentations were given by vendors; the City's DoT Operation staff visited office sites of vendors that had responded, allowing DoT to actually see the equipment and the performance of the equipment associated with the RFI.
The three (3) companies that responded to the RFI were:
· Bowe Bell & Howell - Contract Compliant # 363580100- Majority company - amount of $249,390.10
· Pitney Bowes - Contract Compliance # 060495050 - PHC company - amount of $234,885.00...
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