Explanation
BACKGROUND: For the option to purchase Police Commemorative Badge Sets (a badge set includes a breast badge and hat badge) with personalized engraving, identification and complementary cases in recognition of the 2016 bicentennial for the Columbus Division of Police. The solicitation also included a badge identification system known as Blackinton SmartShield where a radio frequency identification chip/device can be embedded in the back of each breast badge. The Columbus Police Division has decided to not award the Smartshield system/technology. The term of the proposed option contract is from the date of execution through December 31, 2006. The Purchasing Office opened formal bids on June 30, 2011.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06, Solicitation SA004017/Commemorative Badges Identification System (UTC). One hundred and eleven (111) suppliers were solicited (M1A: 1, F1: 3, MBR: 3). Two (2) bids were received.
The Purchasing Office is recommending award of the contract to the lowest, responsive, responsible and best bidder:
Roy Tailors Uniform Co. of Columbus, Inc. CC#311261664 (Expires October 1, 2012)
Total Estimated Annual Expenditure: A large initial purchase will be made estimated at approximately $129,328.00 with smaller purchases made over the next 5 years to cover staffing changes, additions, replacements and losses.
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 which will delay implementation of the commemorative badges.
FISCAL IMPACT: Funding to establish this option contract is budgeted in the Purchasing UTC Contract Account. The Division of Police will be required to obtain approval to expend from their own appropriations for their estimated annual expenditures.
Title
To authorize and direct the Finance & Management Director to enter into a contract for the option to purchase Commemorative Badges and Cases with Roy Tailors Uniform Co. of Columbus, Inc., to authorize the expenditure of one (1) dollar to establish the contract from the Mail, Print Services and UTC Account, and to declare an emergency. ($1.00)
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids on June 30, 2011 and selected the lowest, responsive, responsible and best bid; 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, because these Commemorative Badges will be used by the Columbus Division of Police for identification purposes as part of their uniform over the next five (5) years, this is being submitted for consideration as an emergency measure; and
WHEREAS, an emergency exists in the usual daily operation of the Division of Police in that it is immediately necessary to enter into a contract for the option to purchase Commemorative Badges and cases, 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 & Management Director be and is hereby authorized and directed to enter into the following contract for an option to purchase Commemorative Badges and Cases for the term ending December 31, 2006, in accordance with Solicitation No. SA004017 as follows:
Roy Tailors Uniform Co. of Columbus, Inc., Items 1, 1A, 1B, 1C, 2, 2A, 2B, 2C, 3 and 3A. Amount: $1.00
No award for items 3B, 3C, 3D, 4, 4A, 4B, 4C and 4D.
SECTION 2. That the expenditure of $1.00 is hereby authorized from the Mail, Print Services and UTC 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 decclared 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.