Explanation
BACKGROUND:
This ordinance authorizes the Director of Finance and Management, on behalf of the Department of Technology, to establish a purchase order with Gordon Flesch Company, Inc., utilizing a State of Ohio DAS Cooperative Contract MMA096 Contract Number 440960028, with an expiration date of May 31, 2018. This contract is authorized for the City's use by Ordinance No. 582-87, for the maintenance of Canon production printing equipment. The Department of Technology requires this equipment to produce payroll, wage and tax statements, Auditor's warrants, jury summons, and income tax forms. The purchase order will provide for a twelve month maintenance services contract agreement with coverage term period from November 21, 2016 through November 20, 2017. The cost for the third twelve month period of the maintenance agreement is $15,286.80 under MMA096. This agreement was most recently renewed by authority of ordinance 2390-2015, passed October 21, 2015, through purchase order FL006396.
This ordinance will also authorize the Director of the Department of Technology, to enter into a contract agreement with Gordon Flesch Company, Inc., for the purchase of a twelve month lease for production printing equipment from November 21, 2016 through November 20, 2017. The cost for the twelve month lease is $32,693.40. At the time of this ordinance, it is not known if the State of Ohio will enter into a new contract with the vendor Gordon Flesch Company, Inc., and the current STS contract (STS096) for lease of the production printing equipment is due to expire on January 31, 2017; therefore, the Department of Technology is entering into a contract directly with the vendor. As such, this new contract agreement will replace what would have been the third and final twelve month lease renewal under STS096, which was most recently renewed by the authority of ordinance 2390-2015, passed October 21, 2015.
This ordinance therefore requests to waive the competitive bidding provisions in accordance with section 329 of the Columbus City Code for the contract between the Department of Technology and Gordon Flesch Company, Inc., for the lease of Canon production printing equipment (that is not a part of the State of Ohio DAS Cooperative Contracts at the time of this legislation).
This company is not debarred according to the Federal excluded parties listing or prohibited from being awarded a contract according to the Auditor of State unresolved findings for recovery certified search.
The total amount of funding being requested via this ordinance is $47,980.20.
EMERGENCY:
Emergency action is requested to expedite authorization of this purchase order and contract to initiate services from the supplier at the earliest possible date.
FISCAL IMPACT:
In 2014 and 2015, the Department of Technology legislated $47,980.20 (via Ord. No.'s 1466-2014 and 2390-2015) respectively for both years for production printing equipment and services. The total cost for the 2016 production printing equipment and services identified within this ordinance is $47,980.20. Funds have been budgeted and are available within the Department of Technology, Information Services Division, Information Services Operating Fund. Including this request, the aggregate contract total amount is $143,940.60.
CONTRACT COMPLIANCE:
Vendor Name: Gordon Flesch Company, Inc. (DAX Vendor Acct.#: 007733); CC #: 39-0993125; Expiration Date: 11/09/2018
Title
To authorize the Director of Finance and Management, on behalf of the Department of Technology, to establish a purchase order for maintenance service on production printing equipment with Gordon Flesch Company, Inc., utilizing a State of Ohio DAS Cooperative Contract; to also authorize the Director of the Department of Technology to enter into contract with Gordon Flesch Company, Inc. for the purchase of a twelve month lease for production printing equipment; to waive the competitive bidding provisions of Columbus City Codes; to authorize the expenditure of $47,980.20 from the Department of Technology, Information Services Division, Information Services Operating Fund; and to declare an emergency ($47,980.20).
Body
WHEREAS, this ordinance authorizes the Director of Finance and Management, on behalf of the Department of Technology, to establish a purchase order with Gordon Flesch Company, Inc., utilizing a State of Ohio DAS Cooperative Contract MMA096 Contract Number 440960028, with an expiration date of May 31, 2018. The cost for the third twelve month period for the associated maintenance under MMA096 is $15,286.80; and
WHEREAS, the Department of Technology requires this equipment to produce payroll, wage and tax statements, Auditor's warrants, jury summons, and income tax forms. The cost for the twelve month period for the maintenance is $15,286.80 under MMA096. The purchase order will provide for twelve month maintenance services from November 21, 2016 through November 20, 2017; and
WHEREAS, the use of these Ohio Department of Administrative Services Cooperative Contracts are authorized by Ordinance No. 582-87; and
WHEREAS, this ordinance will also authorize the Director of the Department of Technology, to enter into a contract agreement with Gordon Flesch Company, Inc., for the purchase of a twelve month lease for production printing equipment, in the amount of $32,693.40, with a coverage term period from November 21, 2016 through November 20, 2017. At the time of this ordinance, it is not known if the State of Ohio will enter into a new contract with the vendor Gordon Flesch Company, Inc., The current STS contract (STS096) for lease of the production printing equipment is due to expire on January 31, 2017; therefore, the Department of Technology is entering into a contract directly with the vendor; and
WHEREAS, this ordinance also requests to waive the competitive bidding provisions in accordance with Chapter 329 of the Columbus City Code to allow the Department of Technology to establish a contract directly with Gordon Flesch Company, Inc.; and
WHEREAS, the total amount of funding associated with this ordinance/legislation is $47,980.20; and
WHEREAS, an emergency exist in the usual daily operation of the Department of Technology in that it is immediately necessary for the Director of Finance and Management, on behalf of the Department of Technology, to establish a purchase order with Gordon Flesch Company, Inc., utilizing a State of Ohio DAS Cooperative Contract and to also authorize the Director of the Department of Technology to enter into a contract agreement with Gordon Flesch Company, for the immediate preservation of 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 Director of Finance and Management, on behalf of the Department of Technology, be and is hereby authorized to establish a purchase order with Gordon Flesch Company, Inc., utilizing a State of Ohio DAS Cooperative Contract MMA096 Contract Number 440960028, with an expiration date of May 31, 2018, pursuant to Ordinance Number 582-87, at a total cost of $15,286.80. The purchase order will provide for twelve months of maintenance services from November 21, 2016 through November 20, 2017. This ordinance also authorizes the Director of the Department of Technology to enter into contract with Gordon Flesch Company, Inc. for the purchase of a twelve month lease for production printing equipment from November 21, 2016 through November 20, 2017, in the amount of $32,693.40. The total amount of funding being requested via this ordinance is $47,980.20.
SECTION 2: That the expenditure of $47,980.20 or so much thereof as may be necessary is hereby authorized to be expended from (Please see attached 2951-2016 EXP):
Dept.: 47| Div.: 47-02|Obj Class: 03 |Main Account: 63320| Fund: 5100|Sub-fund: 510001|Program:IT004|Section 3:470201| Section 4:IT05|Section 5: N/A| Amount: $32,693.40|{Lease of equipment}
Dept.: 47| Div.: 47-02|Obj Class: 03 |Main Account: 63260| Fund: 5100|Sub-fund: 510001|Program:IT004|Section 3:470201| Section 4:IT05|Section 5: N/A| Amount: $15,286.80| {maintenance of equipment}
SECTION 3: That the City Auditor is authorized to make any changes to revise the funding source for all contracts or contract modifications associated with this ordinance.
SECTION 4: That the funds necessary to carry out the purpose of this ordinance are hereby deemed appropriated, and the City Auditor shall establish such accounting codes as necessary.
SECTION 5: That it is in the City's best interest to waive the competitive bidding provisions of the Columbus City Codes Chapter 329.
SECTION 6: That for the reasons stated in the preamble hereto, 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.