Explanation
BACKGROUND:
This legislation is to authorize the Director of Finance and Management, on behalf of the Director of the Department of Technology (DoT) to establish a purchase order with Gordon Flesch Company, Inc., utilizing a State of Ohio DAS Cooperative Contract MMA096 Contract Number 800546, with an expiration date of February 28, 2020. It is anticipated that the State will extend the contract beyond the February 28, 2020 date listed. This contract is authorized for the City’s use by Ordinance No. 582-27, for the maintenance of Canon production printing equipment and the lease. DoT requires this equipment to produce payroll, wage and tax statements, income tax letters and forms and police letters and forms.
The initial contract was for a thirty-six month lease coverage term period and maintenance on the Canon production printing equipment authorized through ordinance 2907-2017, passed December 4, 2017, which established the first twelve months maintenance and lease through PO119203. The ordinance will authorize the third twelve month coverage term period for both maintenance and leasing services. The cost of the maintenance on printing equipment is $8,639.50. The cost for the lease on the printing equipment is $31,967.04. The coverage term for both is November 21, 2019 through November 20, 2020. The total cost for the 2019 leasing of production printing equipment and maintenance services is $40,606.54. This agreement was most recently renewed under the authority of Ordinance No. 2327-2018, passed November 5, 2018, through purchase order PO150731.
FISCAL IMPACT:
In 2017 and 2018, $39,576.79, respectively, was legislated for both years for maintenance services and leasing of production printing equipment. The total cost for the 2019 leasing of production printing equipment and maintenance services is $40,606.54. Including this third and final coverage term period the aggregate contract total amount is $119,760.12. Funds have been budgeted and are available within the Department of Technology, Information Services Division, Information Services Operating Fund.
CONTRACT COMPLIANCE:
Vendor Name: Gordon Flesch Company, Inc.; CC #: 39-0993125; Expiration Date: 8/27/2020
DAX Vendor Acct. #: 007733
Title
To authorize the Director of Finance and Management, on behalf of the Department of Technology, to establish a purchase order for the third twelve month term period of a thirty-six month term lease and maintenance services on production printing equipment with Gordon Flesch Company, Inc., utilizing a State of Ohio DAS Cooperative Contract; and to authorize the expenditure of $40,606.54 from the Department of Technology, Information Services Division, Information Services Operating Fund. ($40,606.54).
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 STS096/800546, with an expiration date of February 28, 2020, (based on the anticipation that the State will extend the contract beyond the February 28, 2020 contract date listed); and
WHEREAS, this ordinance will authorize the third twelve month coverage term period of a thirty-six month lease at a cost of $31,967.04 and maintenance services at a cost of $8,639.50 on production printing equipment, for the term period November 21, 2019 through November 20, 2020, at a total cost of $40,606.54; and
WHEREAS, the use of these Ohio Department of Administrative Services Cooperative Contracts are authorized by Ordinance No. 582-87; and
WHEREAS, it is necessary to authorize the Director of Finance and Management, to establish a purchase order with Gordon Flesch Company, Inc., utilizing the State of Ohio DAS Cooperative Contract (STS096/800546), for leasing and maintenance services of the Canon production printing equipment used by the Department of Technology, for the preservation of 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 STS096/800546, with an expiration date of February 28, 2020, for the third twelve month coverage term period of a 36 month lease at a cost of $31,967.04 and maintenance services at a cost of $8,639.50, with a term period of November 21, 2019 through November 20, 2020, at a total cost of $40,606.54. This contract is based on the anticipation that the State will extend the contract beyond the February 28, 2020 contract date listed above.
SECTION 2: That the expenditure of $40,606.54 or so much thereof as may be necessary is hereby authorized to be expended from (Please see attached 2747-2019 EXP):
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: $7,609.75| {Maintenance 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: $1,029.75| {Maintenance of equipment}
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: $31,967.04| {Lease 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 the use of these Ohio Department of Administrative Services Cooperative Contracts are authorized by Ordinance No. 582-87.
SECTION 6: That this ordinance shall take effect and be in force from and after the earliest period allowed by law.