Explanation
BACKGROUND: This legislation authorizes the Finance and Management Director to establish three (3) Universal Term Contracts (UTC) for the option to purchase apparel (embroidered t-shirts, sweatshirts and caps) with MagPie Products LLC, Midwest Graphics & Awards, and Varsity Brands Holding Co. The Department of Recreation and Parks is the primary user of the apparel contract. The apparel contracts are used to provide uniform attire for the Recreation and Parks youth sports and summer programs. The term of the proposed option contracts would be approximately two (2) years, expiring May 30, 2020, with the option to renew for two (2) additional one year period(s). The Purchasing Office opened formal bids on February 15, 2018.
The Purchasing Office advertised and solicited competitive bids in accordance with the relevant provisions of Section 329 relating to competitive bidding (Request for Quotation No. RFQ007861). Five bids were received.
The Purchasing Office is recommending award to the overall lowest, responsive, responsible and best bidders as follows:
MagPie Products LLC, CC# WBE023969 expires 10/31/2020, Items: 1 - 28, $1.00
Midwest Graphics & Awards, CC# CC48816-103251 expires 5/25/2018, Items: 1 -28, $1.00
Varsity Brands Holding Co, CC# CC012290 expires 2/5/2020, Item: Catalogs, $1.00
Department of Recreation and Parks Total Estimated Annual Expenditure: $125,000.00
Emergency Designation: The Finance and Management Department respectfully requests this legislation to be considered an emergency ordinance because of the importance of these commodities and to ensure there is no delays in the procurement process.
The company is 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: Funding to establish these option contracts is from the General Fund. 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 three (3) Universal Term Contracts for the option to purchase apparel with MagPie Products LLC, Midwest Graphics & Awards, and Varsity Brands Holding Co.; to authorize the expenditure of $3.00 from the General Fund; and to declare an emergency. ($3.00).
Body
WHEREAS, the Apparel UTC contracts will provide for the purchase of uniform attire used for the Recreation and Parks youth sports and summer programs; and
WHEREAS, the Purchasing Office advertised and solicited formal bids on February 15, 2018 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 enter into three (3) Universal Term Contracts for the option to purchase 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 is hereby authorized to enter into the following contracts for the option to purchase apparel in accordance with Request for Quotation RFQ007861 for a term of approximately two (2) years, expiring May 31, 2020, with the option to renew for two (2) additional one year period(s), as follows:
MagPie Products LLC , Items: 1 - 28, $1.00
Midwest Graphics & Awards, Items: 1 - 28, $1.00
Varsity Brands Holding Co, Items: Catalogs, $1.00
SECTION 2. That the expenditure of $3.00 is hereby authorized in Fund 1000 General Fund in Object Class 02 Materials and Supplies per the account codes in the attachment 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.