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) Computers and Accessories with SoftChoice. The Department of Technology is the primary user for computer hardware. Computer hardware and accessories are used to assist many City employees with their everyday tasks. The term of the proposed option contract would be approximately two (2) years, expiring April, 30, 2020, with the option to renew for one (1) additional year. The Purchasing Office opened formal bids on April, 26, 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. RFQ008611. Five (5) bids were received.
The Purchasing Office is recommending award to the overall lowest, responsive, responsible and best bidder as follows:
Softchoice, CC# CC022312 expires January 16, 2020, All items and catalog, $1.00
Total Estimated Annual Expenditure: $500,000.00 Department of Technology, the primary user
Emergency Designation: The Finance and Management Department respectfully requests this legislation be considered an emergency ordinance so that computer equipment purchases may be made as soon as practical.
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. 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 Universal Term Contract for the option to purchase HP Computers and Accessories with Softchoice; to authorize the expenditure of $1.00 from General Budget Reservation BRPO000978; and to declare an emergency. ($1.00).
Body
WHEREAS, the HP Computers and Accessories UTC will provide for the purchase of HP Computer hardware and accessories used to assist many City employees with their everyday tasks; and
WHEREAS, the Purchasing Office advertised and solicited formal bids on April 26, 2018 and selected the overall lowest, responsive, responsible and best bidder; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Technology and other City agencies 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 Computers and Accessories UTC, 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 Computers and Accessories UTC in accordance with Request for Quotation RFQ8611 for a term of approximately two (2) years, expiring April 30, 2020 with the option to renew for one (1) additional year, as follows:
Softchoice, 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.