..Explanation
BACKGROUND: For the option to purchase Wearing Apparel for all City agencies. The term of the proposed option contract would be three years. Contract is through December 31, 2006. The Purchasing Office opened formal bids on October 30, 2003.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation No. SA000556. One hundred eight (MAJ:102, MBE:3, FBE:3) bids were solicited; eleven (MAJ:10, MBE:1) bids were received.
While there were lower bids submitted, they did not meet key specifications because pages were missing from the bid proposal. The Purchasing Office is recommending award of contracts to the lowest, responsive, responsible and best bidders:
Koppel Advertising Inc., MAJ, CC#341529963, $20,600.00
Progress Industires, MAJ, CC#340789749, $16,400.00
Foster & Associates, Inc., MBE, CC#311221605, $8,500.00
Total Estimated Annual Expenditure: $45,500.00
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 Director to enter into three contracts for the option to purchase Wearing Apparel with Koppel Advertising Inc., Progress Industries, and Foster & Associates, Inc., to authorize the expenditure of three dollars to establish the contract from the Purchasing/Contract Operation Fund, and to declare an emergency. ($3.00)
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids on October 30, 2003 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, this ordinance is being submitted as an emergency measure in order to ensure Wearing Apparel is provided to City employees in a timely manner as required by union agreements and without emergency action, no less than thirty-seven days will be added to this procurement cycle and the efficient delivery of public services will be slowed; and
WHEREAS, an emergency exists in the usual daily operation of the Purchasing Office in that it is immediately necessary to enter into a contract(s) for an option to purchase 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 Director be and is hereby authorized and directed to enter into the following contract(s) for an option to purchase Wearing Apparel in accordance with Solicitation No. SA000556 as follows:
Koppel Advertising, Inc., Items: 1, 5, 6, 8, 9 & 10, Amount: $1.00
Progress Industries, Items: 2 & 4, Amount: $1.00
Foster & Associates, Inc. Item: 3, Amount: $1.00
SECTION 2. That the expenditure of $3.00 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.