Explanation
BACKGROUND: For the option to purchase Trophies and Awards (UTC) for the Recreation and Parks Department. The term of the proposed option contract is for two (2) years, with the option to renew for one (1) additional year. The contract is through December 31, 2006 extension through December 31, 2007. The Purchasing Office opened formal bids on 11/18/2004.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation No. SA001354). A total of four (4) bids were received: One (1) MAJ (company has identified their firm as female owned; however, this company is not certified as female owed by the Equal Business Opportunity Office), one (1) MAJ, and two (2) companies whose status is unknown because they are not registered in the City's vendor database. A total of 41 companies were solicited (Two were M1A, 0 were F1and 39 were majority owned ).
The Purchasing Office is recommending award of the contract to the lowest, responsive, responsible and best bidder:
Village Trophy Co. CC # 31-1356180
Total Estimated Annual Expenditure: $17,074.50.
This company is not debarred according to the Excluded Party Listing System of the Federal Government and is not listed in the Auditor of State database for Findings for Unresolved 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. The Recreation and Parks Department 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 a contract for the option to purchase Trophies and Awards (UTC) with Village Trophy Co., to authorize the expenditure of $1.00 to establish the contract from the Purchasing/Contract Operation Fund, and to declare an emergency. ($ 1.00).
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids that were due on November 18, 2004 and selected the lowest overall bid; 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 provide recognition for accomplishment and participation in Recreation and Parks Department activities for participants, 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 a contract for an option to purchase Trophies and Awards (UTC), 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 for an option to purchase Trophies and Awards (UTC) in accordance with Solicitation No. SA001354 as follows:
Village Trophy Co., Award made for all items, Amount: $1.00
SECTION 2. That the expenditure of $1.00 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.