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File #: 1336-2022    Version: 1
Type: Ordinance Status: Passed
File created: 5/4/2022 In control: Technology Committee
On agenda: 5/23/2022 Final action: 5/26/2022
Title: To authorize the Finance and Management Director to enter into a contract for the option to purchase Computer Parts with CDW Government, LLC; to authorize the expenditure of $1.00 from General Budget Reservation BRPO002025; and to declare an emergency. ($1.00).

Explanation

 

BACKGROUND:  This legislation authorizes the Finance and Management Director to establish a Universal Term Contract (UTC) for the option to purchase Computer Parts with CDW Government, LLC.  The Department of Technology is the primary user for hard drives, web cams, cables, monitors, and keyboards. These items keep computers operating effectively throughout the City of Columbus.  The term of the proposed option contract would be approximately three years, expiring June 30, 2025, with the option to renew for one (1) additional year.  The Purchasing Office opened formal bids on April 28, 2022.   In addition, the expenditure of $1.00 is hereby authorized from General Budget Reservation BRPO002025.                     

 

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. RFQ021354).    Six bids were received. 

 

The Purchasing Office is recommending award to the overall lowest, responsive, responsible and best bidder as follows:

 

CDW Government, LLC, CC# 034427 expires 1/15/2023, All items and catalogue, $1.00

Total Estimated Annual Expenditure: $1,400,000, Department of Technology, the primary user.

 

Emergency Designation:  The Finance and Management Department respectfully requests this legislation to be considered an emergency ordinance because technology components are experiencing shortages and long lead times.

 

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 BRPO002025.  The Department of Technology and 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 contract for the option to purchase Computer Parts  with CDW Government, LLC; to authorize the expenditure of $1.00 from General Budget Reservation BRPO002025; and to declare an emergency. ($1.00).

 

 

Body

 

WHEREAS, the Computer Parts UTC will provide for the purchase of hard drives, web cams, cables, monitors, and keyboards, used to optimize technology performance; and, 

 

WHEREAS, the Purchasing Office advertised and solicited formal bids on April 28, 2022, 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 Computer Parts due to worldwide shortages of technology components, 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 Computer Parts in accordance with Request for Quotation RFQ021354 for a term of approximately three years, expiring June 30, 2025, with the option to renew for one (1) additional year, as follows:

 

CDW Government, LLC All Items, $1.00

 

SECTION 2. That the expenditure of $1.00 is hereby authorized from General Budget Reservation BRPO002025 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.