Explanation
This ordinance is to establish a universal term contract to purchase R & P Trophies & Awards for the Department of Recreation and Parks. These items are used in recognition of competitive sports rankings for recreation league teams, tournament events and individual athletic achievement. The term of the proposed option contract would be for approximately two (2) years. The contract will expire March 31, 2016 with the option to extend for an additional one (1) year term. The Purchasing Office opened formal bids on November 14, 2013.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 of the Columbus City Code, Solicitation SA005167. One Hundred and fifty-five (155) bids were solicited (MBR: 4; M1A: 3; F1: 3). One (1) bid was received.
The Purchasing Office is recommending award to the lowest, responsive, responsible and only bidder:
Village Trophy Company CC# 311356180 (Expires 5/31/2014)
Total Estimated Annual Expenditure: $30,000.00
This company is not debarred according to the Federal Excluded Parties Listing or the State Auditor's Findings for Recovery Database.
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 new contract is to be in place as soon as the current contract expires.
FISCAL IMPACT: Funding to establish this option contract is from the Mail, Print Services and UTC Fund. The Department of Recreation and Parks and any other City agency that may want to utilize this contract will be required to obtain approval to expend from their own appropriation.
Title
To authorize the Finance and Management Director to enter into one (1) UTC contract for the option to purchase R & P Trophies & Awards with Village Trophy Company; to authorize the appropriation and expenditure of one (1) dollar to establish the contract from the Mail, Print Services and UTC Fund; and to declare an emergency. ($1.00)
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids on November 14, 2013 and selected the lowest, responsive, responsible and only bid; and
WHEREAS, the 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, because these awards and trophies are used in recognition of competitive sports rankings for recreation league teams, tournament events and individual athletic achievement that are ongoing and the current contract expires March 31, 2014, this is being submitted for consideration as an emergency measure; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Recreation and Parks in that it is immediately necessary to enter into a contract for an option to purchase trophies and awards, thereeby 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 to enter into the following contract for the option to purchase R & P Trophies and Awards in accordance with Solicitation No. SA005167 as follows:
Village Trophy Company All items (Item 1 through and including Item 21). Amount: $1.00
SECTION 2. To authorize the appropriation of $1.00 from the Mail, Print Services and UTC Fund: Organization Level 1: 45-01; Fund 05-517, Object Level 3: 2270, OCA 451130.
SECTION 3. That the expenditure of $1.00 is hereby authorized from the Mail, Print Services and UTC Fund: Organization Level 1: 45-01, Fund: 05-517, Object Level 3: 2270, OCA: 451130, to pay the cost thereof.
SECTION 4. 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 passage and approval by the Mayor, or ten days after passage if the Mayor neither approves nor vetoes the same.