Explanation
BACKGROUND: To establish a contract for the option to purchase Custom File Folders and Labels for the Municipal Court Clerk. The term of the proposed option contract will be three years with an option to renew for one additonal year, if mutually agreed.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation No. SA001182). Formal bids were opened on August 12, 2004. Eighty-five (MAJ:71; MBE:12; FBE:2) bids solicited; seven (MAJ:6; MBE/FBE: 1) bids received. The Purchasing Office is recommending award of a contract to the lowest responsive, responsible and best bidder:
Jeter Systems Corporation , MAJ, Contract Compliance#34-1082350. 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.
Total Estimated Annual Expenditure: $89,443.00
Several lower priced bids were submitted but have been determined to be non-responsive for the following reasons: Independence Office and Business Supply: after repeated requests from City staff, the company was unable to provide samples as required in the bid in order to demonstrate their ability to meet the specification requirements. Central Business Group: the company failed to return a complete bid document. Corporate Express and Williams Interior Designs: both companies submitted bids with conditional pricing that required a purchase order be completed by September 10, 2004. Value Added Business Services also failed to provide required samples with their bid.
This ordinance is submitted as an emergency measure in order to allow the purchase of Custom File Folders and Labels for the Municipal Court Clerk's Office so these supplies that are used in the daily operation of that office are received without interruption.
FISCAL IMPACT: Funding to establish this option contract is budgeted in the Purchasing Contract Account. The Municipal Court Clerk's Office 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 an option to purchase Custom File Folders and Labels with Jeter Systems Corporation, to authorize the expenditure of one dollar to establish the contract from the Purchasing Contract Account, and to declare an emergency. ($1.00)
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids on August 12, 2004 and selected the lowest, responsive, responsible and best bids; 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, this ordinance is being submitted as an emergency measure so the Municipal Court Clerk's Office does not experience a shortage of needed supplies while creating and storing court records; 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 Custom File Folders and Labels, 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 a contract for an option to purchase Custom File Folders and Labels with Jeter Systems Corporation for all items as specified in Solicitation No. SA001182 in the amount of $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.