HomeMy WebLinkAboutAgenda Statement 1981/11/17 Item 13r
COUNCIL AGENDA STATEMENT
" Item 13
Meeting Date 11~17~81
ITEM TITL Resolution /~6~Z Authorizing 4laiver of Bid Requirement for
Acquisition of Computer Hardware
SUBMITTED BY: Assistant City Manager (4/5ths Vote: Yes No X )
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The 198 -82 Library budget includes an appropriation of $32,925 from State Library Act
funds f r the purchase of services and equipment that will increase the capacity of the
library circulation system. The procedure to accomplish this is not only technical but
require the expertise, services and hardware of the firm that furnished the initial
compute equipment currently in use. A contract with the original supplier, DataPhase,
has bee negotiated and will be before the City Council in early December. The contract
wi11 in lude.all the services and equipment necessary and required in reformatting the
disc d Ives and disc packs which, when complete, will double the capacity of our existing
system. Included in the contract that will be before the Council is the acquisition of
seven san disc packs which are an integral part of the overall system changes that are
being ndertaken. Due to the fact that DataPhase is the sole firm capable of providing
the re uired service, and it is necessary that they be held accountable for not only the
servic but the equipment necessary, it is my
RECOMM NDATION: That the City Council adopt the resolution.
BOARDS COPiMISSIONS RECOMMENDATION: N.A.
DISCUS ION
The ri ht to waive bid requirements for the purchase of the disc Hacks falls under the ex-
ceptio s found in Section 2.56.170 B (4) of the Municipal Code. This section allows
waivin of bid procedures when the City Council determines that (due to special circum-
stance ) it is to the City's best interests to purchase a commodity without compliance with
the bi ding procedure. In this instance, the reformatting process required accountability
of the firm performing the work and also accountability for the potential defective hard-
ware a uipment. The contract document, which includes as a part of the overall program
the re uired computer hardware, cannot be executed by the City Council within the time
frame eeded to accomplish the reformatting process involving the disc packs at an off-
site D taPhase facility on the east coast. The need to move ahead and acquire the disc
packs t this time is essential if the reformatting is to occur at this offsite location
at no ost to the City. If we are unable to take full advantage of the time frame when
the wo k can be performed at no cost, we may well experience time delays and additional
costs y conducting this process in-house or at some other offsite location where the
servic would not be provided at no cost. Perhaps of greatest significance is the poten-
tial t'me delay that will be experienced if we follow normal bid process.
Infor 1 bids received several weeks ago reveal that the acquisition of the disc packs
from taPhase, the primary contractor, will be equal to or lower than any other
bidder Due to the nature of the project and the need for accountability, we could
even justify payments of a slightly higher price through DataPhase in order to more ade-
quatel protect the City's interests.
continued
Form A-113 (Rev. 11/79)
Page Two, Item 13
Meeting Date 11/17/81
FISCAL IMPACT
Funds for the total cost of increasing our disc capacity, including the acquisition of
the hard re required, are provided in the Library's budget for fiscal year 1981-82.
The City' full contractual obligation (including the cost of the disc packs) will be
$27,950 plus taxes and shipping charges involved in transporting the newly acquired
disc pac s to the east coast location and back to Chula Vista.
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Form No. F-229
12/73
CERTIFICATE OF CITY/DIRECTOR OF FINANCE '
Certification of Una ropriated Balance
I HEREBY CERTIFY that the money required for the
appropriation of funds for the purpose set forth in the attached
resolution is available in the Treasury, or is anticipated to
come into the Treasury, and is otherwise unappropriated.
Amount $
Purpose
Bidder
Fund
Director of Finance
The City of Chula Vista
Date
By
Certification of Unencumbered Balance
I HEREBY CERTIFY that the indebtedness and obligation
to be incurred by the contract or agreement authorized by the
attached resolution can be incurred without the violation of any
of the provisions of the Charter of the City of Chula Vista, or
the Constitution or the laws of the State of California, that
sufficient monies have been appropriated for the purpose of said
contract, that sufficient monies to meet the obligations of the
contract are actually in the Treasury, or are anticipated to come
into the Treasury to the credit of the appropriation from which
the same are to be drawn, and that said monies now actually in
the Treasury, together with the monies anticipated to come into
the Treasury, to the credit of said appropriation are otherwise
unencumbered.
Amount Not to Exceed $ 32,925.00
~.-
Director of Finance
The City of Chula Vista
Date 11/17/81 gy
Fund 216-2160-5568 Dept./Activity Library
Purpose Authorizing Waiver of Bid Requirement for Acquisition of Computer Hardwa
Bidder DataPhase
Certificate No. 20
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