Explanation
For the option to lease forty-eight (48) multi-function devices (MFDs) or more over a term of three (3) years with the option to purchase the equipment for $1.00 each with associated maintenance/service and supplies (except paper) for the same three (3) years with an option to extend for two (2) additional years if the devices are purchased. These devices will replace a variety of printers, copiers, scanners and facsimile machines currently in use and provide the Division of Fire with fewer devices throughout the Division resulting in less variety of supplies and contracts to manage. The term of the proposed option contract will be for three (3) years with an option to extend for two (2) additional one (1) year terms if the purchase option is exercised for continued maintenance/service and supplies. The Purchasing Office opened bids on April 25, 2013.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06, Solicitation SA004895. Seventy-five (75) bids were solicited (MBR: 2, M1A: 2). Eight (8) bidders responded with two (2) bidders providing alternate bids.
The Purchasing Office is recommending award of the contract to the lowest, responsive, responsible and best bidder:
JFT Business Systems, CC# 54176434 (Expires 2/15/2015), $1.00, All Items.
Total Estimated Annual Expenditure (first three years): $97,000.00
The 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 saction, 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. The Divisionof Fire will be required to obtain approval to expend from their own appropriations for their estimated annual expenditures....
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