Explanation
BACKGROUND:
This legislation authorizes the Director of the Department of Technology to modify and extend a contract, that is renewed annually, established through purchase orders DL000046 (established in the year of 2000) and EL900834 (established in the year of 1999) with the Xerox Corporation, for laser printer maintenance services, effective June 1, 2008 through May 31, 2009. The original contract provides language that allows for renewals at the conclusion of the ending term. The services associated with this modification were anticipated at the time of executing the original contracts. The cost of this modification was determined through negotiations with the vendor upon receipt of a quote and researched cost analysis.
The Department of Technology established the above-mentioned contracts in January 2000 and October 1999, respectively, for sixty-month lease/purchase agreements with the Xerox Corporation for two Xerox high-speed 4635MX laser-printing systems operated by the city. Upon the lease expiration for these systems, the Department of Technology exercised the right to purchase both systems. At that time, the two original purchase orders were modified into one contract agreement for the renewal of future maintenance. These systems provide high volume printing support services critical to many city applications such as payroll, wage and tax statements, auditor's warrants, jury summons, income tax forms and water bills.
FISCAL IMPACT:
The funds established for each original contract were $158,202.54 for EL900834 and $23,410.00 for DL000046. During fiscal year 2006 $98,220.00 was expended and $118,621.00 in 2007 with Xerox for maintenance support services associated with both printers. The total cost of this ordinance is $99,132.12 for the period June 1, 2008 through May 31, 2009, representing the maintenance cost for both printer systems. Funding is budgeted in the 2008 Information Services Division budget, and available within the 2008 Information Services Fund. The aggregate contract total, including this modification, through the Department of Technology is $1,245,784.66.
EMERGENCY:
Emergency legislation is required to facilitate prompt contract execution and related payment for services.
CONTRACT COMPLIANCE NUMBER:
Vendor: Xerox Corporation - CC # 16-0468020 Expiration Date: 04/09/2009
Title
To authorize the Director of the Department of Technology to modify and extend a contract with Xerox Corporation for the renewal of the laser printer maintenance support services for the Information Services Division, to authorize the expenditure of $99,132.12 from the 2008 Information Services Fund, and to declare an emergency. ($99,132.12)
Body
WHEREAS, the Department of Technology established contracts for two sixty-month lease/purchase agreements with the Xerox Corporation with the option to renew each year on the anniversary date, and
WHEREAS, upon the lease expiration of these systems, the Department of Technology exercised the right to purchase both systems, and
WHEREAS, these systems provide high volume printing support services that are critical to many city applications such as payroll, wage and tax statements, auditor's warrants, jury summons, income tax forms and water bills, and
WHEREAS, the total cost of this contract modification is $99,132.12 for the period June 1, 2008 through May 31, 2009, with funding budgeted in the 2008 Information Services Division budget, and available within the 2008 Information Services Fund, and
WHEREAS, an emergency exists in the usual and daily operations of the Department of Technology in that it is necessary to immediately modify and extend a contract with Xerox for renewal of the maintenance support services for two printing systems to facilitate prompt contract execution and related payment for services, for the immediate preservation of the public health, peace, property, safety and welfare; now, therefore
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS
SECTION 1: That the Director of the Department of Technology be and is hereby authorized to modify and extend a contract established under Purchase Order EL900834 and DL000046 with Xerox Corporation for maintenance support services for the city's high-speed high-volume laser printers; with a coverage period of twelve months from June 1, 2008 through May 31, 2009.
SECTION 2: That for the purpose stated in Section 1, the expenditure of $99,132.12 or so much thereof as may be necessary is hereby authorized to be expended from:
Division: 47-02| Fund: 514 |Subfund: 1| OCA Code: 280768| Obj. Level One: 03 | Obj. Level Three: 3372| Amount: $99,132.12
SECTION 3: That the City Auditor is authorized to make any accounting changes to revise the funding source associated with this contract modification and expenditure of funds associated with this contract.
SECTION 4: That this modification is entered into pursuant to Section 329.16 of the Columbus City Codes, 1959.
SECTION 5: That for the reasons stated in the preamble hereto, which is hereby made a part hereof, this ordinance is hereby declared to be an emergency measure and shall take effect and be in force from and after its passage and approval by the Mayor or ten days after passage if the Mayor neither approves nor vetoes the same.