Explanation
BACKGROUND: For the option to purchase Photo ID Supplies for the Recreation and Parks Department, the biggest user. The term of the proposed option contract would be two (2) years. Contract is through December 31, 2008. The Purchasing Office opened formal bids on September 7, 2006.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation SA002140 MEL) Seventeen (MAJ:17, MBE:0, FBE:0) bids were solicited; Eleven (11) (MAJ:11) bids were received.
The Purchasing Office is recommending award of contracts to the lowest, responsive, responsible and best bidders as follows:
Lamination Service MAJ CC# 621058511(Expires 11/16/08) $7,260.17
Laube Imaging Products MAJ CC# 341824461 (Expires 8/3/08) , $1,802.52
One Source Industries, MAJ CC# 593631833 (Expires 4/2/08), $3,529.00
ID Card Systems, Inc., MAJ CC# 020551938 (Expires 11/15/08), $972.00
Total Estimated Annual Expenditure: $29,881.00
Although low bid for Item #2, The Iris Companies and ID Card Systems were deemed non-responsive to Requirments in Section 3.2 of the bid specifications.
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 Purchasing UTC 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 & Management Director to enter into four (4) UTC contracts for the option to purchase Photo ID Supplies, to authorize the expenditure of four (4) dollars to establish the contract from the Purchasing UTC Contract Fund, and to declare an emergency. ($4.00).
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids on September 7, 2006 and selected the lowest, responsive, responsible and best bids. Eleven (11) bids were received; 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, an emergency exists in the usual daily operation of the Purchasing Office in that it is immediately necessary to enter into four contract(s) for an option to purchase Photo ID Supplies to ensure uninterrupted supply of materials, 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 be and is hereby authorized and directed to enter into the following contract(s) for an option to purchase Photo ID Supplies with Solicitation SA002140 MEL as follows:
Lamination Service, Inc., Item# 1, 2, 3, 4, 7 and 8, Amount: $1.00
Laube Imaging Products, Item# 5, Amount: $1.00
One Source Industries, Item# 6, Amount: $1.00
ID Card Systems, Item# 9, Amount: $1.00
SECTION 2. That the expenditure of $4.00 is hereby authorized from Purchasing UTC Contract Account, Organization Level 1: 45-50, Fund: 05-517, Object Level 3: 2270, OCA: 450020, 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.