Explanation
BACKGROUND: This legislation is for the option to establish a Universal Term Contract (UTC) for Armored Car Services. The City Treasurer oversees the use of this contract by multiple agencies to transfer cash and checks both between the Treasurer's Office and to banking institutions. The term of the proposed option contract would be approximately three years, expiring March 31, 2021, with the option to renew for two (2) additional one (1) year periods. The Purchasing Office opened formal proposals on November 16, 2017.
The Purchasing Office advertised and solicited proposals in accordance with the relevant provisions of Section 329 relating to Requests for Proposals (RFQ007202). One response was received.
An evaluation committee consisting of one representative from Recreation and Parks, one from Office of Diversity and Inclusion, one from Treasurer’s Office, one from Parking Violations and one from Municipal Courts scored the written proposal submitted by the offeror. The offeror made a presentation and submitted their initial pricing proposal in compliance with Columbus City Code Chapter 329. After review of the committee members' work the Director of Finance and Management authorized final negotiations and recommends the acceptance of the proposal submitted by Dunbar Armored, Inc.
In accordance with the Committee recommendations, the Purchasing Office recommends the award to Dunbar Armored, Inc., CC#009003 expires 11/15/19, negotiated contract $1.00.
The company is not debarred according to the Excluded Party Listing System of the Federal Government or prohibited from being awarded a contract according to the Auditor of State Unresolved Findings for Recovery Certified Search.
Emergency Designation: The Finance and Management Department respectfully requests this legislation to be considered an emergency ordinance because negotiations took longer than anticipated and the current contract will expire March 31, 2018.
FISCAL IMPACT: Funding to establish this option contract is from the General Fund. City Agencies will be required to obtain approval to expend from their own appropriations for their estimated annual expenditures.
Title
To authorize the Finance and Management Director to enter into a contract for the option to obtain Armored Car Services with Dunbar Armored, Inc.; to authorize the expenditure of $1.00 from the General Fund; and to declare an emergency. ($1.00).
Body
WHEREAS, the Armored Car Services UTC will provide for services to transfer cash and checks between various City agencies, Municipal Courts, the City Treasurer's Office and banking institutions; and,
WHEREAS, a formal request for proposal (RFP) for a multi-year Universal Term Contract (UTC) was solicited and evaluated by a multi-departmental committee via Request for Quotation RFQ007202 resulting in the recommendation of an award to Dunbar Armored, Inc.; and
WHEREAS, an emergency exists in the usual daily operation of the Treasurers Office in that it is immediately necessary to authorize the Finance and Management Director to immediately enter into a Universal Term Contract for the option to obtain Armored Car Services, 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 and Management Director is hereby authorized to enter into the following Universal Term Contract for the option to obtain Armored Car Services in accordance with Request for Quotation RFQ07202 for a term of approximately three (3) years, expiring March 31, 2021, with the option to renew for two (2) additional one (1) year periods, as follows:
Dunbar Armored, Inc., negotiated contract, $1.00
SECTION 2. That the expenditure of $1.00 is hereby authorized in Fund 1000 General Fund in Object Class 03 Materials and Supplies per the account codes in the attachment of this ordinance to pay the cost thereof.
SECTION 3. That the funds necessary to carry out the purpose of this ordinance are hereby deemed appropriated, and the City Auditor shall establish such accounting codes as necessary.
SECTION 4. That for the reason stated in the preamble hereto, 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.