Explanation
BACKGROUND: For the option to purchase Vehicle Identification Materials for the Fleet Management Division, the largest user. The term of the proposed option contracts will be two years with an option to renew for one additional year, if mutually agreed.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation No. SA000442RFM). Eighty-nine (MAJ:86, MBE:2, FBE:1) bids solicited; ten (MAJ:10) bids received.
Argus Images bid with minimum order conditions for several items. Although Argus Images is the lowest numerical bid for those items, these minimum order conditions are unacceptable to the City, as the order method solicited was "as required." The bid from Argus Images for those items was considered non-responsive to our needs. The Purchasing Office is recommending award of contracts to the lowest, responsive, responsible and best bidders:
3M Company, MAJ, CC#41-0417775, $4,000.00
Lowen Color Graphics, MAJ, CC#48-0980607, $10,000.00
Graphic Impressions, Inc., MAJ, CC#48-1018043, $10,000.00
Total Estimated Annual Expenditure: $24,000.00
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 these option contracts is budgeted in the Purchasing Contract Account. The Fleet Management Division 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 an option to purchase Vehicle Identification Materials, with 3M Company, Lowen Color Graphics, and Graphic Impressions, Inc., to authorize the expenditure of three dollars to establish contracts from the Purchasing/Contract Operation Fund, and to declare an emergency. ($3.00)
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids on May 15, 2003 and selected the lowest, responsive, responsible and best bidders; and
WHEREAS, this ordinance addresses Purchasing objectives 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, an emergency exists in the usual daily operation of the Purchasing Office in that it is immediately necessary to enter into three contracts for an option to purchase Vehicle Identification Materials, 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 three contracts for an option to purchase Vehicle Identification Materials in accordance with Solicitation No. SA000442RFM as follows:
3M Company, Item(s): 4A-4E, Amount: $1.00
Lowen Color Graphics, Items(s): 1, 2, 3, and 10-15, Amount: $1.00
Graphic Impressions, Inc., Item(s): 5A, 5B, 6A, 6B, 7A, 7B, 8A-8D, 9A-9C, 16A and 16B, Amount: $1.00
SECTION 2. That the expenditure of $3.00 is hereby authorized from Purchasing Contract Account, Organization Level 1: 45-01, Fund: 05-516, Object Level 3: 2270, OCA: 451120, 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.