Explanation
BACKGROUND: The purpose of this legislation is to authorize the Director of Finance and Management to enter into a contract with Upstate Wholesale Supply dba Brite Computers for the purchase of sixty (60) Lifebook® T938 Notebook Convertible Tablet Computers with 3-year standard International Limited Warranty and Accidental Damage Protection coverage. The computers will be used by field personnel to update relevant information related to service lines and work orders.
The Purchasing Office advertised and solicited competitive bids in accordance with the relevant provisions of City Code Chapter 329 relating to competitive bidding (RFQ010575). One hundred and seventy-one (171) bidders (143 MAJ, 10 MBR, 12 MBE, 2 MBE-V1, 4 F1) were solicited and seven (7) bids were received (6 MAJ, 1 MBE) and opened on November 1, 2018.
Shi International LLC was the apparent low bidder but they only bid on the warranty services so their bid has been deemed non responsive. Walter Klein was the next low bidder but he did not bid on the Accidental Damage Protection so that bid has also been deemed non responsive. The third lowest bidder was Upstate Wholesale Supply dba Brite Computers.
After a review of the bid, the Department of Public Utilities recommends an award be made for all items to Upstate Wholesale Supply dba Brite Computers in the amount of $93,540.00 as the lowest, responsive, responsible, and best bidder.
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.
SUPPLIER: Upstate Wholesale Supply dba Brite Computers, Vendor#000826, CC#16-1382350, expires 11/2/2020.
FISCAL IMPACT: $93,540.00 is required for this purchase.
$0.00 was spent in 2018.
$50,750.00 was expended in 2017.
$0.00 was expended in 2016.
EMERGENCY DESIGNATION: This ordinance is being submitted as an emergency to allow for the purchase of Fujitsu Lifebooks for new users and to replace older models currently used throughout the Department of Public Utilities by field personnel to update information related to service lines and work orders and to insure the timely release of the purchase requisition to a purchase order before the close of the year.
Title
To authorize the Director of Finance and Management to establish a contract with Upstate Wholesale and Supply, dba Brite Computers, for the purchase of sixty (60) Fujitsu Lifebook® T938 Notebook Convertible Tablet Computers with 3-year standard International Limited Warranty and Accidental Damage Protection coverage for the Department of Public Utilities; and to authorize the expenditure of $1,141.19 from the Power Operating Fund, $82,090.70 from the Water Operating Fund, $8,137.98 from the Sanitary Operating Fund and $2,170.13 from the Storm Operating Fund; and to declare an emergency. ($93,540.00)
Body
WHEREAS, the Purchasing Office opened formal bids on November 1, 2018 for the purchase of sixty (60) Fujitsu Lifebook® T938 Notebook Convertible Tablet Computers with 3-year standard International Limited Warranty and Accidental Damage Protection coverage for the Department of Public Utilities; and
WHEREAS, the Department of Public Utilities recommends an award be made to the lowest, responsive, responsible, and best bidder, Upstate Wholesale Supply, dba Brite Computers; and
WHEREAS, the Tablet Computers will be used by field personnel in the Divisions of Power, Water, and Sewerage and Drainage to track locations, update service and work orders and better serve the citizens of Columbus and customers of the Divisions of Power, Water, and Sewerage and Drainage; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Public Utilities in that it is immediately necessary to authorize the Director of Finance and Management to enter into a contract with Upstate Wholesale Supply, in accordance with the terms, conditions and specifications of Solicitation Number: RFQ010575 on file in the Purchasing Office at the earliest possible date to provide for the purchase of Fujitsu Lifebook® T938 Notebook Convertible Tablet Computers without delay; now, therefore,
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Director of Finance and Management be and is hereby authorized to establish a contract with Upstate Wholesale Supply, dba Brite Computers, 7647 Main St. Fishers, Victor, NY 14564 for the purchase of sixty (60) Fujitsu Lifebook® T938 Notebook Convertible Tablet Computers with 3-year standard International Limited Warranty and Accidental Damage Protection coverage for the Department of Public Utilities, in accordance with RFQ010575 specifications on file in the Purchasing Office.
SECTION 2. That the expenditure of $93,540.00, or as much thereof as may be needed, is hereby authorized per the accounting codes in the attachment to this ordinance.
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 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.