Explanation
BACKGROUND: This ordinance authorizes the Finance and Management Director to establish one (1) Universal Term Contract with AT & T for Long Distance Communication Services without the use of the competitive bidding process. Universal Term Contracts establish firm, fixed requirements and pricing while providing a simpler method for City agencies to establish funds for these needs.
This ordinance also waives the competitive bidding process of the Columbus City Codes. Given the complexity of the service being provided and embedded nature of the items it is not practical to bid the service at this time. Changing technology and potential competition in the marketplace have prompted the Department of Technology and the Purchasing Office to begin identifying requirements and developing specifications for a competitive bid in the future. However at this time, AT & T is the only feasible provider of these services. The Purchasing Office and the Department of Technology have entered into negotiations with AT&T to determine scope and pricing. This determination was made after extensive consultation between the Department of Technology and the assigned Procurement Specialist of this commodity area.
Emergency action is requested to ensure uninterrupted telephony and communications for all City agencies.
AT & T CC#34-0436390 (Expires 2/13/14)
Total Estimated Annual Expenditure: $100,000.00
This company is not debarred according to the Federal Excluded Parties Listing or the State Auditor's Findings For Recovery Database.
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 contract is budgeted in the Mail, Print Services and UTC Fund. City agencies will be required to obtain approval to expend from their own appropriations for their estimated annual expenditures.
Title
To authorize the Finance & Management Director to enter into one (1) contract for the option to purchase Long Distance Communication Services, to authorize the expenditure of one (1) dollar to establish the contract from the Mail, Print Services and UTC Fund; to waive the competitive bidding provisions of Chapter 329 of the Columbus City Codes, 1959; and to declare an emergency. ($1.00)
Body
WHEREAS, the Purchasing Office and the Department of Technology has determined the necessity of waiving the requirements of 329.06; and
WHEREAS, it is in the best interest of the City of Columbus to waive the competitive bidding requirements for the purchase of Long Distance Service; and
WHEREAS, this ordinance addresses Purchasing objective of 1) maximizing the use of City resources by obtaining optimal products/services at low prices and 2) encouraging economic development by improving access to City bid opportunities and 3) providing effective option contracts for City agencies to efficiently maintain their supply chain and service to the public; and
WHEREAS, because Long Distance Services will be used to provide services in conjunction with various other City services, this is being submitted for consideration as an emergency measure; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Technology in that it is immediately necessary to enter into a contract for an option to purchase Long Distance Communication Services, thereby preserving 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 Finance & Management Director be and is hereby authorized to enter into contract for an option to purchase Long Distance Services for a one year term, beginning from the date of contract certification, as follows:
AT & T, All items, Amount: $1.00
SECTION 2. That the expenditure of $1.00 is hereby authorized from the Mail, Print Services and UTC Fund, Organization Level 1: 45-01, Fund: 05-517, Object Level 3: 2270, OCA: 451130, to pay the cost thereof.
SECTION 3. That in accordance with the Columbus City Codes, City Council has determined it is in the best interest of the City of Columbus that the bidding requirements be and hereby are waived for the action authorized in SECTION 1.
SECTION 4. That for the reason stated in the preamble here to, 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.