Explanation
BACKGROUND: For the option to purchase Photo ID Supplies for the Recreation and Parks Department, the largest user. The term of the proposed option contracts will be three years.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation No. SA000532). Forty-three (MAJ:42, FBE:1) bids solicited; twelve (MAJ:12) bids received.
The Purchasing Office is recommending award of contracts to the lowest, responsive, responsible and best bidders:
Identiphoto Company, Ltd., MAJ, CC#31-1490312, $4,650.00
Lamination Service, Inc., MAJ, CC#62-1058511, $14,891.00
Identatronics, Inc., MAJ, CC#36-2763518, $10,340.00
Total Estimated Annual Expenditure: $29,881.00
Note: On item #6, the apparent low bidder, ID Card System bid two cents less than Lamination Services. Because the total savings to split the award was $1.00, and the administrative cost of awarding to yet another bidder would cost more than $1.00. Therefore, the Finance/Purchasing Office concurs with the recommendation of the Recreation and Parks Department to award the item to Lamination Services (the low bidder on items #2, #3, #4, and #7, and the next low bidder on item #6.)
Note: On item #5, the apparent low bidder, Mid America Business Solutions, submitted an alternate bid that did not meet specifications. The tested sample ribbon could not print the same quantity of identification cards as the specified (or equal) Eltron ribbons. Therefore, the alternate bid is considered non-responsive. herefore, the Finance/Purchasing Office concurs with the recommendation of the Recreation and Parks Department to award the item to Identatronics, Inc. (the next low bidder on item #5.)
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 Recreation and Parks Department 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 Photo ID Supplies, with Identiphoto Company, Ltd., Lamination Service, Inc., and Identatronics, 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 October 16, 2003 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, 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 Photo ID Supplies, 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 Photo ID Supplies in accordance with Solicitation No. SA000532 as follows:
Identiphoto Company, Ltd., Item: 1 only, Amount: $1.00
Lamination Service, Inc., Items: 2, 3, 4, 6 and 7 only, Amount: $1.00
Identatronics, Inc., Items: 5 and 8 only, 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.