Explanation
BACKGROUND: This legislation authorizes the Finance and Management Director to establish a Universal Term Contract (UTC) for the option to purchase Hewlett Packard (HP) Equipment, Software and Services for the Department of Technology as the primary user. The server equipment, software and services 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, expiring June 30, 2020 with the option to renew for one (1) additional year. The Purchasing Office opened formal bids on May 31, 2018. In addition, the expenditure of $1.00 is hereby authorized from General Budget Reservation BRPO000978.
The Purchasing Office advertised and solicited competitive bids in accordance with the relevant provisions of Section 329 relating to competitive bidding (Request for Quotation No. RFQ009081). One (1) bid was received.
The Purchasing Office is recommending award to the overall lowest, responsive, responsible and best bidder as follows:
OnX USA LLC., CC# CC002899 expires 5/24/2020, All Items and Catalog, $1.00
Total Estimated Annual Expenditure: $1. million with the Department of Technology as the primary user
Emergency Designation: The Finance and Management Department respectfully requests this legislation to be considered an emergency measure so that equipment, software and services may continue without interruption.
The company is not debarred according to the Excluded Party Listing System of the Federal Government or prohibited from being awarded a contract according to the Auditor of State Unresolved Findings for Recovery Certified Search.
FISCAL IMPACT: The expenditure of $1.00 is hereby authorized from General Budget Reservation BRPO000978. The Department of Technology 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 contract for the option to purchase HP Equipment, Software and Services with OnX USA, LLC; to authorize the expenditure of $1.00 from General Budget Reservation BRPO000978; and to declare an emergency. ($1.00).
Body
WHEREAS, the HP Equipment, Software and Services Universal Term Contract will provide for the purchase of server equipment, software and services used to maintain, repair and upgrade the City's HP server environment; and
WHEREAS, the Purchasing Office advertised and solicited formal bids on May 31, 2018, and
WHEREAS, after review of the bids, the Purchasing Office recommends the contract award to OnX USA LLC as the overall lowest, responsive, responsible and best bidder; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Technology in that it is immediately necessary to authorize the Finance and Management Director to enter into a Universal Term Contract for the option to purchase HP Equipment, Software 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 is hereby authorized to enter into the following Universal Term Contract for the option to purchase HP Equipment, Software and Services in accordance with Request for Quotation RFQ009081 for a term of approximately two (2) years, expiring June 30, 2020, with the option to renew for one (1) additional year, as follows:
OnX USA, LLC, All Items and Catalog, $1.00
SECTION 2. That the expenditure of $1.00 is hereby authorized from General Budget Reservation BRPO000978 of this ordinance to pay the cost thereof.
SECTION 3. 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 4. That for the reason 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.