Explanation
BACKGROUND: This ordinance is for the option to purchase Hewlett Packard Equipment, Software and Services for the Department of Technology. The contract will be used to maintain, repair and upgrade the City's HP server environment. The term of the proposed option contract would be approximately two (2) years, with the option to extend the contract for one (1) additional one-year period if mutually agreed upon. The Contract is through June 30, 2015. The Purchasing Office opened formal bids on April 16, 2015.
The Purchasing Office advertised and solicited competitive bids in accordance with the relevant provisions of City Code Chapter 329 relating to competitive bidding, Solicitation SA005811. Two-hundred Six (206) bids were solicited (MBR: 6; F1: 3; M1A: 6; AS1: 2). Two (2) bids were received.
The lone bidder, while compliant with the technical specifications, was rejected because they submitted exceptions to the City's Standard Terms and Conditions. The Purchasing Office informally reconsidered the bid and entered into negotiations with the bidder. An acceptable agreement resulted. A contract will now be established with OnX USA, LLC, as the lowest and best bidder.
The Purchasing Office is recommending award of the contract to the lowest and best bidder:
OnX USA, LLC, CC#271445264 (Expires February 02, 2017); All Items, $1.00
Total Estimated Annual Expenditure: $150,000.00
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, needed repairs to HP servers could be delayed.
FISCAL IMPACT: Funding to establish these option contracts is from the General 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 and Management Director to enter into a UT...
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