Explanation
BACKGROUND: For the option to purchase Recreation Wearing Apparel for the Recreation and Parks Department and other City agencies as needed. The term of the proposal option contract would be for three (3) years. Contract is through March 31, 2010. The Purchasing Office opened formal bids on November 16, 2006.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation SA002231. Thirty-two (MAJ:28, MBE:1, FBE:3) bids were solicited; fourteen (MAJ:11, FBE:3) bids were received.
The recommendation for award is to the companies offering the lowest numerical bid meeting requirements and based on estimated purchases. On Item 10 there was a lower bid but they did not meet specification requirements. The Purchasing Office is recommending award of contracts to the lowest, responsive, responsible and best bidders:
DKJ Promotions, MAJ, CC#311724509 Expires 04/17/2008, Estimated annual expenditure: $21,803.00
Sportsales (Great Opportunities Inc.), MAJ, CC#311090597, Expires 03/23/2007, Est. annual expenditure: $12,983.00
Columbus Lumber dba: Columbus Supply, FBE, CC#311571445, Expires 06/17/2007, Est. annual expenditure: $8772.00
Koppel Advertising Inc., MAJ, CC#341529963, Expires 11/08/2008, Est. annual expenditure: $575.00
American Soccer Co., Inc., MAJ, CC#952984338, Expires 04/21/2007, Est. annual expenditure: $11,655.00
Absolute Impressions., MAJ, CC#311522512, Expires 08/03/2008, Est. annual expenditure: $1283.00
All Star Sports, MAJ, CC#311409842, Expires 08/31/2008, Est. annual expenditure: $843.00
Total Estimated Annual Expenditure: $57,869.00
These companies are not debarred according to the Excluded Parties listing of the Federal Government and are not listed in the Auditor of State database for Findings for Recovery.
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 Contract Account. City Agencies will be required to obtain approval to expend from their own appropriations for their estimated annual expenditures.
Title
To authorize and direct the Finance and Management Director to enter into seven (7) contracts for the option to purchase Recreation Wearing Apparel with DKJ Promotions, Sportsales (Great Opportunities Inc.), Columbus Lumber dba: Columbus Supply, Koppel Advertising Inc., American Soccer Co., Inc., Absolute Impressions and All Star Sports and to authorize the expenditure of seven dollars to establish the contracts from the Purchasing/Contract Operation Fund, and to declare an emergency. ($7.00).
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids on November 16, 2006 and fourteen (14) companies responded with quotes; and
WHEREAS, the Recreation and Parks Department recommended awards to the lowest, responsive, responsible and best bids and the Purchasing Office agrees; 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, in order to ensure uniforms are supplied without interruption, this is being submitted for consideration as an emergency measure; and
WHEREAS, an emergency exists in the usual daily operation of the Purchasing Office in that it is immediately necessary to enter into contracts for the option to purchase Recreation Wearing Apparel, 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 and Management Director be and is hereby authorized and directed to enter into the following contracts for an option to purchase Recreation Wearing Apparel in accordance with Solicitation No. SA002231 as follows:
DKJ Promotions, Items 1, 2, 4 and 7, Amount: $1.00
Sportsales (Great Opportunities Inc.), Item 3, Amount: $1.00
Columbus Lumber dba: Columbus Supply, Items 5 and 9, Amount: $1.00
Koppel Advertising Inc., Item 6, Amount: $1.00
American Soccer Co., Inc., Item 8, Amount: $1.00
Absolute Impressions., Item 10, Amount: $1.00
All Star Sports, Item 11, Amount: $1.00
SECTION 2. That the expenditure of $7.00 is hereby authorized from Purchasing UTC Fund, Organization Level 1: 45-50, Fund: 05-517, Object Level 3: 2270, OCA: 450020, 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.