Explanation
BACKGROUND:
This legislation authorizes the Director of the Department of Technology (DoT), on behalf of the Department of Public Utilities (DPU) to establish a purchase order to acquire 1.5 million mailing envelopes for the DPU monthly billing. The Department of Technology, through the formal competitive bid process, solicited bids from 101 registered vendors through the city's solicitation web-site, Vendor Services. On August 2, 2012 the DoT received and opened seven (7) bid responses associated with bid solicitation SA004510. The prior year award, for the same item and quantities of 500,000 and 450,000 totaled $16,610.
Upon completion of reviewing the bids, the award was made to the lowest, responsive, responsible and best bidder, Double Envelope Co. in the amount of $22,485.00.
Seven (7) bid responses:
Double Envelope Co. $22,485.00 The Herald Inc. $26,190.00
Forms Plus Services, Inc. $31,425.00 MBK Services $26,550.00
A-1 Business Products $24,540.00 Accurate Forms and Supplies $25,260.00
Information Data Products, Inc. $23,250.00
EMERGENCY:
Emergency destination is required in order to expedite the necessary purchase needed by the Department of Public Utilities and to avoid interruption of service.
FISCAL IMPACT: In 2010 and 2011 the Department of Technology expended $12,250.00 for 1.0 million and $16,610.00 for 950,000 return envelopes. The funds for this purchase in the amount of $22,485.00 are budgeted and available within the Department of Technology Internal Services Fund.
CONTRACT COMPLIANCE:
Vendor Name: Double Envelope Co. F.I.D#/C.C#: 52 - 2287255 Expiration Date: 04/03/2014
Title
To authorize the Director of the Department of Technology, on behalf of the Department of Public Utilities, to establish a purchase order to acquire mailing envelopes, from Double Envelope Co., to authorize the expenditure of $22,485.00 from the Department of Technology Internal Services Fund; and to declare an emergency. ($22,485.00)
Body
WHEREAS, the Department of Technology through the formal competitive bid process in compliance with city code 329.11 received seven (7) bid responses for solicitation SA004510, and made the award recommendation to the lowest, responsive, responsible and best bidder being Double Envelope Co., and
WHEREAS, this legislation authorizes the Director of the Department of Technology, on behalf of the Department of Public Utilities (DPU) to establish a purchase order to acquire 1.5 million mailing envelopes from Double Envelope Co. in the amount of $22,485.00 for the DPU monthly billing, and
WHEREAS, an emergency exists in the daily operation of the city in that it is immediately necessary for the Department of Technology to establish a purchase order with Double Envelope Company, to acquire return mailing envelopes, as not to impact the daily operation of the services provided by the DPU, 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 Director of the Department of Technology, on behalf of the Department of Public Utilities (DPU), is hereby authorized to establish a purchase order with Double Envelope Co. in the amount of $22,485.00 to acquire 1.5 million mailing envelopes.
SECTION 2. That the expenditure of $22,485.00 or so much thereof as may be necessary is hereby authorized to be expended from:
Div.: 47-01|Fund: 514|Sub-Fund: 550|OCA Code: 514550|Obj. Level 1: 03|Obj. Level 3: 3352|Amount: $1,371.59
Div.: 47-01|Fund: 514|Sub-Fund: 600|OCA Code: 514600|Obj. Level 1: 03|Obj. Level 3: 3352|Amount: $8,724.18
Div.: 47-01|Fund: 514|Sub-Fund: 650|OCA Code: 514650|Obj. Level 1: 03|Obj. Level 3: 3352|Amount: $9,780.97
Div.: 47-01|Fund: 514|Sub-Fund: 675|OCA Code: 514675|Obj. Level 1: 03|Obj. Level 3: 3352|Amount: $2,608.26
SECTION 3. That the City Auditor is authorized to make any accounting changes to revise the funding source for all contracts or contract modifications associated with this ordinance.
SECTION 4: That for the reasons 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.