Explanation
BACKGROUND: This legislation authorizes the Finance and Management Director to establish a Universal Term Contract (UTC) for the option to purchase voice, video, and data, cabling hardware, and services, with Xtek Partners, Inc. The Department of Technology is the primary user for cabling hardware, and services. Cable connectors, junction boxes, mounting hardware, and telephone equipment used for completing expansion of voice, video, and data services, and staff relocations throughout the City. The term of the proposed option contract would be approximately two (2) years, expiring October 31, 2021, with the option to renew for one (1) additional year. The Purchasing Office opened formal bids on September 5, 2019. In addition, the expenditure of $1.00 is hereby authorized from General Budget Reservation BRPO001107.
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. RFQ013060). Three bids were received.
The Purchasing Office is recommending award to the overall lowest, responsive, responsible and best bidder as follows:
Xtek Partners, Inc., CC# 000991 expires September 6, 2021, Cabling Hardware and Services UTC, all items, $1.00. Total Estimated Annual Expenditure: $250,000, Department of Technology, the primary user.
Emergency Designation: The Finance and Management Department respectfully requests this legislation to be considered an emergency ordinance because currently there is no cabling contract in place.
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 BRPO001107. 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 Cabling Hardware and Services with Xtek Partners, Inc.; to authorize the expenditure of $1.00 from General Budget Reservation BRPO001107; and to declare an emergency. ($1.00).
Body
WHEREAS, the Cabling Hardware and Services UTC will provide for the purchase of cable parts, and telephone equipment used to provide cabling services for completing expansion of voice, video, and data services, and staff relocations throughout the City; and
WHEREAS, the Purchasing Office advertised and solicited formal bids on September 5, 2019 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 in that it is necessary to authorize the Finance and Management Director to immediately enter into a Universal Term Contract for the option to purchase cabling hardware, 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 contract for the option to purchase Cabling Hardware and Services UTC in accordance with Request for Quotation RFQ013060 for a term of approximately two (2) years, expiring October 31, 2021 with the option to renew for one (1) additional year, as follows:
Xtek Partners, Inc., All items under Cabling Hardware and Services UTC, $1.00
SECTION 2. That the expenditure of $1.00 is hereby authorized from General Budget Reservation BRPO001107 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.