Explanation
BACKGROUND: This ordinance authorizes the option to purchase Voice, Data and Video Cabling Hardware and Services for the Department of Technology. The term of the proposed option contract will be through June 30, 2019 with the option to extend one additional year, subject to mutual agreement by both parties, in accordance with formal bid RFQ001471. The Purchasing Office opened formal bids on June 2, 2016.
The Purchasing Office advertised and solicited competitive bids in accordance with the competitive bid section of the City Code (Solicitation RFQ001471). Thirty one (92) bids were solicited Five (5) bids were received (MAJ: 5).
The Purchasing Office along with the Department of Technology is recommending award of the contract to the lowest responsive, responsible and best bidder:
Strategic Communications LLC, CC#611271313, exp. 10/02/2016
Total Estimated Annual Expenditure: $300,000.00
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.
Fiscal Impact: Funding to establish this option contract is from the General Fund. City agencies will be required to obtain approval to expend from their own appropriations for their estimated annual expenditures.
Emergency Designation: This ordinance is being submitted as an emergency because the current contract expires 6/30/2016 and there are projects that could be delayed.
Title
To authorize the Finance and Management Director to enter into a UTC contract for the option to purchase Voice, Data and Video Cabling Hardware and Services with Strategic Communications, LLC, to authorize the expenditure of one dollar ($1.00) to establish the contract from the General Fund; and to declare an emergency.
Body
WHEREAS, the Purchasing Office advertised and opened formal bids on June 2, 2016 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 effective option contracts for City Agencies to efficiently maintain their supply chain and service to the public; and
WHEREAS, Voice, Data and Video Cabling Hardware and Services will be used by the Department of Technology for completing project related work, staff relocations throughout the City and expansion of voice, video and data 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 Finance and Management in that it is immediately necessary to authorize the Director to enter into contract with Strategic Communications, LLC for the option to purchase Voice, Data and Video Cabling Hardware and Services to ensure the uninterrupted supply of materials and 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 and Management Director be and is hereby authorized to enter into the following contract for the option to purchase Voice, Data and Video Cabling Hardware and Services for the term ending June 30, 2019 with the option to extend for one additional year in accordance with Solicitation RFQ001471 as follows:
Strategic Communications, LLC: Catalog Award, Amount: $1.00
SECTION 2. That the expenditure of $1.00 is hereby authorized in Fund 1000 General Fund in Object Class 03 Materials and Supplies per the account codes in the attachment of this ordinance.
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.