Explanation
BACKGROUND: For the option to purchase Arts and Crafts Supplies for the Recreation and Parks Department, the largest user. The term of the proposed option contract would be through March 31, 2011. The contract may be extended for one (1) additional year subject to mutual agreement by both parties. The Purchasing Office opened formal bids on January 8, 2009.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 Solicitation SA003128; 20(MAJ:18; MBE:1; FBE:1) bids were solicited; Three (3) (MAJ:3) bids were received.
The Purchasing Office is recommending award of contracts to the lowest, responsive, responsible and best bidders as follows:
Commercial Art Supply: CC# 161123929 (Expires: 3/2/2011)
S & S Worldwide: CC# 060520020 (Expires: 1/11/2010)
Triarco Arts & Crafts, LLC: CC# 043689197 (Expires: 3/10/2011)
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.
Title
To authorize and direct the Finance & Management Director to enter into three (3) UTC contracts for the option to purchase Arts and Crafts Supplies with Commercial Art Supply, S & S Worldwide, and Triarco Arts & Crafts, LLC; to authorize the expenditure of three (3) dollars to establish the contract from the Mail, Print Services and UTC Fund; and to declare an emergency. ($3.00).
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids on January 8, 2009 and selected the lowest, responsive, responsible and best bids. Three (3) bids were received; S & S Worldwide appears low on item #7 but did not meet requirements as specified in Section 3.2.7.; 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 three (3) contracts for an option to purchase Arts and Crafts 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 contracts for an option to purchase Arts and Crafts Supplies through March 31, 2011 with the option to extend for one (1) additional year in accordance with Solicitation SA003128; Commercial Art Supply, S & S Worldwide, and Triarco Arts & Crafts, LLC., as follows:
Commercial Art Supply; Awarded Items 16-19,23,24,33,34,35,38A-38G,43,45-48,78,85,86, and 89. Amount $1.00.
S & S Worldwide: Awarded Items 1,3,6,9,10,14,21,25,26,29,30,32,37A-7C,39,41,49,53,54,57-59,61,62,64,66,68,82,91B & 91C, 95,99, and 102. Amount $1.00.
Triarco Arts & Crafts, LLC: Awarded Items 2,5,7,12,13,20,22,27,28,31,36,40,42,51,52,55,56,60,63,69,74,
79,84,84,87,88,94,96, and 97. Amount $1.00.
No award made for Items: 4,8,11,15,44,50,65,67,70-73,75-77,80A-80F,83,90,91A,91D-93C,98,100-101, and 103.
SECTION 2. That the expenditure of $3.00 is hereby authorized from Mail, Print Services and UTC Account, Organization Level 1: 45-01, Fund: 05-517, Object Level 3: 2214, 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.