Explanation
BACKGROUND: For the option to purchase Transportation Services for Recreation and Parks. Transportation Services is used for the rental of buses and drivers to transport children and adults participating in the School's Out programs and Recreation and Parks activities from various recreation facilities to various events and attractions around the Greater Columbus Area.
The term of the proposed option contract is from the date of execution by the City up to and including March 31, 2013 with the right to extend for two (2) additional one year periods, or portion thereof, subject to mutual agreement by both parties. The Purchasing Office opened formal bids on March 11, 2010.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation No. SA003510). Five bids (5) were solicited; One (1) bid was received.
The Purchasing Office is recommending award of contract to the lowest, responsive, responsible and best bidder:
V.A.T. Inc. / All Items CC#311004545 (Expires 3-10-2012)
Total Estimated Annual Expenditure: $27,000.00
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. Recreation and Parks will be required to obtain approval to expend from their own appropriations for their estimated annual expenditures.
Title
To authorize and direct the Finance and Management Director to enter into one (1) contract for the option to purchase Transportation Services from V.A.T., Inc.; 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 on March 11, 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 the Transportation Services is used for the rental of buses and drivers to transport children and adults participating in the School's Out programs and Recreation and Parks activities from various recreation facilities to various events and attractions around the Greater Columbus Area, this is being submitted for consideration as an emergency measure; and
WHEREAS, an emergency exists in the usual daily operation of the Community Recreation Division in that it is immediately necessary to enter into contract for an option to purchase Transportation Services, 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 for an option to purchase Transportation Services in accordance with SA003510 from the date of execution by the City up to and including March 31, 2013 with the right to extend for two (2) additional one year periods, or portion thereof, subject to mutual agreement by both parties:
V.A.T., Inc., All Items: 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: 3349, 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.