Explanation
BACKGROUND: This ordinance authorizes the Finance and Management Director to establish one (1) Universal Term Contract with Upstate Wholesale Supply, dba Brite Computers, Inc. for the option to purchase Fujitsu laptops and Havis Mounting Solutions and related accessories for the Department of Public Safety, Division of Police. The term of the proposed option contract will be through July 31, 2015 with the option to extend one additional year, subject to mutual agreement by both parties, in accordance with formal bid SA004887. The Purchasing Office opened formal bids on April 18, 2013. Fujitsu Laptops are equipped with WLAN and GPS and will be installed with the mounting solutions in four types of Police vehicles.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation No. SA004887). Two hundred fifty six (256) bids were solicited (MAJ: 240,MBR:7, M1A: 6, AS1:2, F1:1, ) Two bids were received (MAJ:1, M1A:1). A bid from American Services, LLC was deemed non responsive due to not meeting all required specifications.
The Purchasing Office is recommending award of the contracts to the lowest responsive, responsible and best bidder:
Upstate Wholesale Supply, dba Brite Computers, Inc., CC#161382350, exp. 10/19/13
Total Estimated Annual Expenditure: $780,000.00
This 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.
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 the option contract is budgeted in the Mail, Print Services, and UTC Fund. The city agency will be required to obtain approval to expend from its own appropriations.
Title
To authorize the Finance and Management Director to enter into one (1) contract for the option to purchase Fujitsu Laptops and Havis Mounting Solutions with Upstate Wholesale Supply, dba Brite Computers and to authorize the expenditure of one dollar ($1.00) to establish the contracts from the Mail, Print Services, and UTC Fund; and to declare an emergency.
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids on April 18, 2013 and selected the lowest responsive, responsible and best bid; and
WHEREAS, this ordinance addresses the Purchasing objective of 1) maximizing the use of City resources by obtaining optimal products/services at low prices 2) encouraging economic development by improving access to City bid opportunities and 3) providing an effective option contract for the Department of Public Safety to efficiently maintain their supply chain and service to the public; and
WHEREAS, because the Fujitsu laptops and mounting solutions will be installed in various Police vehicles throughout the city, this is being submitted for consideration as an emergency measure; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Public Safety/Division of Police in that it is immediately necessary to enter into one (1) contract for the option to purchase Fujitsu laptops and mounting solutions 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 and Management Director be and is hereby authorized to enter into the following contract for the option to purchase Fujitsu Laptops and Havis Mounting Solutions for the term ending July 31, 2015 with the option to extend for one additional year in accordance with Solicitation No. SA004887 as follows:
Upstate Wholesale Supply, dba Brite Computers, Inc., 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 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.