Explanation
BACKGROUND: For the option to purchase Recreation Apparel for the Recreation and Parks Department, in order to provide uniform apparel to Recreation and Parks employees and Recreation program participants. The term of the proposed option contracts would be two (2) years, with the option to extend the contracts for one additional one-year period if mutually agreed upon. The Contracts are through March 31, 2012. The Purchasing Office opened formal bids on February 4, 2010.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06, Solicitation SA003461. One-hundred Forty-three (143) bids were solicited (MBR: 0; F1: 2). Eleven (11) bids were received. The solicitation was divided into seven (7) Groups (each group included a different clothing item). For uniformity purposes, a low bidder would be determined for each group and awarded the entire group. Vehicle Accessory Center, LLC was low numeric bidder for Groups 1-6. However, their bid for items 5A-5D in Group 5 did not meet the specifications. They were originally awarded Groups 1-4 and 6 (Ord. #0461-2010, FL004586), but have since stated they are unable to continue with the contract and would have to default. Therefore, there is a need to re-award Groups 1-4 and 6.
The Purchasing Office is recommending award of the contract to the lowest, responsive, responsible and best bidders:
Koppel Advertising, Inc., CC#341529963 (Expires February 1, 2012), Items 1A-1J, 2A-2H, 3A-3H and 4A-4G; $1.00
Ad-Wear & Specialty of Texas, Inc., CC#760497826 (Expires November 9, 2011), Items 6A-6F., $1.00
Total Estimated Annual Expenditure: $25,000.00.
These companies are 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. City Agencies 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 two contracts for the option to purchase Recreation Apparel with Koppel Advertising, Inc. and Ad-Wear & Specialty of Texas, Inc., to authorize the expenditure of two (2) dollars to establish the contracts from the Mail, Print Services and UTC Fund, and to declare an emergency. ($2.00).
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids on February 4, 2010 and selected the lowest, responsive, responsible and best bids; and
WHEREAS, Vehicle Accessory Center defaulted on the original contract awarded to them and there is a need to re-award those items; 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 the Recreation Apparel is used to outfit and identify certain Recreation and Parks Department employees and used for uniforms for participants in various Recreation programs. And because the vendor originally awarded many of the items defaulted and there is the need to re-award the items within the 180 days of bid opening, this is being submitted for consideration as an emergency measure; and
WHEREAS, an emergency exists in the usual daily operation of the Various City Agencies in that it is immediately necessary to enter into a contract for an option to purchase the Recreation Apparel, 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 contracts for an option to purchase Recreation Apparel for the Recreation and Parks Department for the term ending March 31, 2012, with the option to extend the contract for one (1) additional one-year period if mutually agreed upon, in accordance with Solicitation No. SA003461 as follows:
Koppel Advertising, Inc., Items 1A-1J. 2A-2H, 3A-3H and 4A-4G; $1.00
Ad-Wear & Specialty of Texas, Inc., Items 6A-6F; $1.00
SECTION 2. That the expenditure of $2.00 is hereby authorized from the Mail, Print Services and UTC Fund, 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 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.