Explanation
BACKGROUND: For the option to purchase Athletic Awards and Trophies for Recreation and Parks. The term of the proposed option contract would be two (2) years. Contract is through March 31, 2010. The Purchasing Office opened formal bids on September 6, 2007.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06, Solicitation SA002599. Forty-Three (43) bids were solicited (M1A: 1; F1: 3 ). One (1) bid was received.
The Purchasing Office is recommending award of the contract to the lowest, responsive, responsible and best bidder:
Village Trophy, Inc., CC#311356180 (Expires 10-02-09)
This company is not debarred according to the Federal Excluded Parties Listing or the State Auditor's Findings For Recovery Database.
This ordinance is being submitted as an emergency because, without emergency action, no less than 37 days will be added to this procurement cycle and the efficient delivery of valuable public services will be slowed.
FISCAL IMPACT: Funding to establish this option contract is budgeted in the Purchasing UTC Contract Account. Recreation and Parks will be required to obtain approval to expend from their own appropriations for their estimated annual expenditures.
Title
To authorize and direct the Finance & Management Director to enter into a contract for the option to purchase Athletic Awards and Trophies with Village Trophy to authorize the expenditure of one (1) dollar to establish the contract from the Purchasing/UTC Fund, and to declare an emergency. ($1.00).
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids on September 6, 2007 and selected the lowest, responsive, responsible and best bids; and
WHEREAS, this ordinance addresses Purchasing objective of 1) maximizing the use of City resources by obtaining optimal products/services at low prices and 2) encouraging economic development by improving access to City bid opportunities and 3) providing effective option contracts for City agencies to efficiently maintain their supply chain and service to the public; and
WHEREAS, because these Athletic Awards and Trophies are used to reward recreation league teams and individuals and the leagues are currently ongoing, this is being submitted for consideration as an emergency measure; and
WHEREAS, an emergency exists in the usual daily operation of the Recreation and Parks in that it is immediately necessary to enter into a contract for an option to purchase Athletic Awards and Trophies , 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 & Management Director be and is hereby authorized and directed to enter into the following contract for an option to purchase Athletic Awards and Trophies in accordance with Solicitation No. SA002599 as follows:
Village Trophy, Inc., All Items (1-17): Amount: $1.00
SECTION 2. That the expenditure of $1.00 is hereby authorized from Purchasing Contract Account, Organization Level 1: 45-01, Fund: 05-517, Object Level 3: 2270, OCA: 451130, to pay the cost thereof.
SECTION 3. That for the reason stated in the preamble here to, 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.