HomeMy WebLinkAboutItem 3.4 Exception to Competitive Bidding Requirements ( 0
CITY OF DUBLIN
AGENDA STATEMENT
CITY COUNCIL MEETING DATE: June 26 , 1984
SUBJECT Exception to Competitive Bidding Requirements
EXHIBITS ATTACHED None
RECOMMENDATION ' Authorize an exception to the competitive bidding
requirements and authorize Staff to purchase Syntrex
word processing equipment
FINANCIAL STATEMENT: $17 ,634 . 75,,- Funding has been included in the 1984-85
Capital Budget . In addition, the City would continue
to incur annual maintenance costs of approximately
$1 , 000 per unit
DESCRIPTION The City presently has word processing equipment in
the City Manager ' s Office and the Planning Department . The 1984-85
Preliminary Budget recommends the addition of equipment for Building/
Engineering Services and the Recreation Department .
Ordinance No . 16-83 describes the procedures for the purchase of goods and
services . The usual procedure would be to obtain independent bids on a
standard set of specifications . However , Section 5 of the Ordinance defines
exceptions to this procedure . Section 5 ( f) reads as follows : "When a
purchase involves goods of a technical nature, where it would be difficult
for a vendor to bid on a standard set of specifications, the Purchasing
Agent shall undertake a thorough review of known products and a comparison
of features which would most closely meet the City' s needs at the least
cost . "
Prior to purchasing the existing equipment, Staff conducted a thorough
review of the products available . Syntrex was capable of providing
important features at a competitive price. Staff has received estimates
from Syntrex for providing the equipment necessary to establish word
processing in the two departments . The cost will be $17 ,634 . 75 . This
includes the software, hardware, installation and operator training .
The completion of installing word processing equipment in all City
Departments will greatly enhance the overall productivity and effectiveness
of City Staff . Also, the use of the same type of equipment throughout the
City operations is important to provide continuity among operators .
Given the fact that the Syntrex equipment has been reviewed pursuant to the
guidelines of the purchasing ordinance, it is recommended that the City
Council authorize an exception to the formal bidding requirements .
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