Explanation
BACKGROUND:
This legislation authorizes the Director of the Department of Technology (DoT), on behalf of the Department of Public Utilities (DPU) to establish a purchase order to acquire 1.5 million sheets of billing paper for the DPU monthly billing, 400,000 (four hundred thousand) sheets of DPU Delinquent billing paper and 150,000 (one hundred fifty thousand) sheets of DPU Final Bill Paper. The Department of Technology, through the informal competitive bid process, solicited bids from 140 registered vendors through the city's solicitation web-site, Vendor Services. On October 9, 2012 the DoT received and opened five (5) bid responses associated with bid solicitation SO041906. The previous awards, for the same item and quantities; 1.5 million (7/2011) $15,405.00, 400,000 (11/2011) $4,396.00 and 150,000 (9/2012) $1,798.50.
Upon completion of reviewing the bids, the award was made to the lowest, responsive, responsible and best bidder, Information Data Products, Inc. in the amount of $21,115.00.
Five (5) bid responses:
Information Data Products, Inc. $21,115.00 KDM Enterprises $21,979.00
Forms Plus Services, Inc. $25,215.00 Moore Document Solutions $28,780.00
The Herald Inc. $31,016.50
Given that the procurement method used was the informal solicitation method through the City of Columbus, vendor services website and the responses all exceeded the $20,000.00 threshold for informal bid processing this ordinance requests a waiver of the formal competitive bidding requirements of Columbus City Code with section 329.11.
EMERGENCY:
Emergency destination is required in order to expedite the necessary purchase needed by the Department of Public Utilities and to avoid interruption of service.
FISCAL IMPACT: In 2011 and 2012 the Department of Technology expended $21,599.50 for the same quantities in solicitation SO041906 additionally, in 2012 the Department of Technology expended an additional $6,147.50 for 500,000 sheets of monthly billing forms. The funds for this purchase in the amount of $21,115.00 are budgeted and available within the Department of Technology Internal Services Fund.
CONTRACT COMPLIANCE:
Vendor Name: Information Data, Inc. F.I.D#/C.C#: 31-1767351 Expiration Date: 09/14/2013
Title
To authorize the Director of the Department of Technology, on behalf of the Department of Public Utilities, to establish a purchase order to acquire monthly billing forms, delinquent billing forms and final notice billing forms, from Information Data Products, Inc.; to waive the competitive bidding provisions of the Columbus City Code; to authorize the expenditure of $21,115.00 from the Department of Technology Internal Services Fund; and to declare an emergency. ($21,115.00)
Body
WHEREAS, the Department of Technology through the informal competitive bid process in compliance with city code 329.11 received five (5) bid responses for solicitation SO041906, and made the award recommendation to the lowest, responsive, responsible and best bidder being Information Data Products, Inc., and
WHEREAS, this legislation authorizes the Director of the Department of Technology, on behalf of the Department of Public Utilities (DPU) to establish a purchase order to acquire 1.5 million sheets of monthly billing forms, 400,000 (four hundred thousand) sheets of delinquent billing forms and 150,000 (one hundred fifty thousand) sheets of final billing notification forms from Information Data Products, Inc. in the amount of $21,115.00 for the DPU monthly billing, and
WHEREAS, this ordinance requests approval to obtain services from Information Data Products, Inc., and to waive the competitive bidding provisions of the Columbus City Code, under section 329; the informal bidding procress received responses in excess of $20,000.00, and
WHEREAS, an emergency exists in the daily operation of the city in that it is immediately necessary for the Department of Technology to establish a purchase order with Information Data Products, Inc., to acquire monthly billing, delinquent billing and final notice billing forms, as not to impact the daily operation of the services provided by the DPU, 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 Director of the Department of Technology, on behalf of the Department of Public Utilities (DPU), is hereby authorized to establish a purchase order with Information Data Products, Inc. in the amount of $21,115.00 to acquire various billing forms.
SECTION 2. That the expenditure of $21,115.00 or so much thereof as may be necessary is hereby authorized to be expended from:
Div.: 47-01|Fund: 514|Sub-Fund: 550|OCA Code: 514550|Obj. Level 1: 03|Obj. Level 3: 3352|Amount: $1,288.01
Div.: 47-01|Fund: 514|Sub-Fund: 600|OCA Code: 514600|Obj. Level 1: 03|Obj. Level 3: 3352|Amount: $8,192.62
Div.: 47-01|Fund: 514|Sub-Fund: 650|OCA Code: 514650|Obj. Level 1: 03|Obj. Level 3: 3352|Amount: $9,185.03
Div.: 47-01|Fund: 514|Sub-Fund: 675|OCA Code: 514675|Obj. Level 1: 03|Obj. Level 3: 3352|Amount: $2,449.34
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 the City Auditor is authorized to make any accounting changes to revise the funding source for all contracts or contract modifications associated with this ordinance.
SECTION 5. That this ordinance requests to waive the competitive bidding provisions of the Columbus City Code, Section 329.11.
SECTION 6: That for the reasons 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.