Explanation
BACKGROUND: This legislation authorizes the Finance and Management Director to establish two (2) Universal Term Contracts (UTCs) for the option to purchase Arts and Crafts Supplies with Blick Art Materials LLC and S&S Worldwide Inc. The Department of Recreation and Parks is the primary user for arts and crafts supplies. Paint, crayons, poster board, and other crafts supplies are used in Recreation Centers throughout the City of Columbus. The term of the proposed option contract would be approximately two (2) years, expiring March 31, 2027, with the option to renew for one (1) additional year. The Purchasing Office opened formal bids on January 30, 2025. In addition, the expenditure of $2.00 is hereby authorized from General Budget Reservation BRPO003196.
The Purchasing Office advertised and solicited competitive bids in accordance with the relevant provisions of Section 329.18 of Columbus City Codes relating to competitive bidding (Request for Quotation No. RFQ029455). Three (3) bids were received.
The Purchasing Office is recommending award to the overall lowest, responsive, responsible and best bidders as follows:
Blick Art Materials LLC, CC# 024473 expired 1/22/2023 (pending), Items 1-8, 10-13, 15-16, 18 and Catalog at discount specified, $1.00
S&S Worldwide Inc., CC#000338; Items 3, 5-7, 10, 11, 15-16 and Catalog at discount specified, $1.00
Total Estimated Annual Expenditure: $75,000.00, Department of Recreation and Parks, the primary user
Emergency Designation: The Finance and Management Department respectfully requests this legislation to be considered an emergency ordinance because the contract expired on March 31, 2025 and arts and crafts supplies are needed at recreation centers throughout the city.
These companies are 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 $2.00 is hereby authorized from General Budget Reservation BRPO003196. 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 two (2) Universal Term Contracts for the option to purchase Arts and Crafts Supplies with Blick Art Materials LLC and S&S Worldwide Inc.; to authorize the expenditure of $2.00; and to declare an emergency. ($2.00).
Body
WHEREAS, the Arts and Crafts Supplies UTCs will provide for the purchase of arts and crafts supplies used for recreation centers throughout the City of Columbus; and,
WHEREAS, the Purchasing Office advertised and solicited formal bids on January 30, 2025 and selected the overall lowest, responsive, responsible and best bidders; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Recreation and Parks in that it is immediately necessary to authorize the Finance and Management Director to immediately enter into two Universal Term Contracts with Blick Art Materials LLC and S&S Worldwide Inc., respectively, for the option to purchase Arts and Crafts Supplies, to ensure that a reliable amount of materials are readily available to use at various recreation centers as the previous contracts expired March 31, 2025, all for the immediate preservation of the public health, peace, property, safety and welfare; and 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 Universal Term Contracts for the option to purchase Arts and Crafts Supplies in accordance with Request for Quotation RFQ029455 for a term of approximately two (2) years, expiring March 31, 2027, with the option to renew for one (1) additional year, as follows:
Blick Art Materials LLC, Items 1-8, 10-13, 15-16, 18 and Catalog at discount specified, $1.00
S&S Worldwide Inc., Items 3, 5-7, 10, 11, 15-16 and Catalog at discount specified, $1.00
SECTION 2. That the expenditure of $2.00 is hereby authorized from General Budget Reservation BRPO003196 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.