Explanation
BACKGROUND: For the option to purchase awards and trophies for the Recreation and Parks Department. These items are used in recognition of competitive sports rankings for recreation league teams, tournament events and individual athletic achievement. The term of the proposed option contract would be two (2) years. The contract will expire March 31, 2013. The Purchasing Office opened formal bids on December 9, 2010.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06, Solicitation SA003780. One hundred and eight (108) bids were solicited (MBR: 3; M1A: 2; F1: 3 ). Two (2) bids were received.
The Purchasing Office is recommending award to the lowest, responsive, responsible and best bidder:
Village Trophy Company CC#311356180 (Expires 02-03-12)
Total Estimated Annual Expenditure: $30,000.00
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 and the efficient delivery of valuable public services will be slowed.
FISCAL IMPACT: Funding to establish this option contract is budgeted in the Mail, Print Services and UTC Fund. The Recreation and Parks Department will be required to obtain approval to expend from their own appropriation.
Title
To authorize and direct the Finance & Management Director to enter into one (1) UTC contract for the option to purchase Awards and Trophies with Village Trophy Company; to authorize the expenditure of one (1) dollar to establish the contract from the Mail, Print Services and UTC Fund; and to declare an emergency. ($1.00)
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids due on December 9, 2010 and selected the lowest, responsive, responsible and best bid; and
WHEREAS, this ordinance addresses Purchasing objective 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 awards and trophies are used in recognition of competitive sports rankings for recreation league teams, tournament events and individual athletic achievement that are currently ongoing and the current contract expires March 31, 2011, this is being submitted for consideration as an emergency measure; and
WHEREAS, an emergency exists in the usual daily operation of the Recreation and Parks Department in that it is immediately necessary to enter into a contract(s) for an option to purchase awards and trophies, 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 awards and trophies in accordance with Solicitation No. SA003780 as follows:
Village Trophy Company Items: 1 through and including Item 21. Amount: $1.00
SECTION 2. That the expenditure of $1.00 is hereby authorized from the Mail, Print Services and UTC Fund, Organization Level 1: 45-01, Fund: 05-517, Object Level 3: 2269, 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.