Explanation
To authorize the Finance and Management Director to enter into two contracts for the option to purchase Recreation and Parks Wearing Apparel. The term of the proposed contracts would be two (2) years, with the option to extend the contracts for one additiional one-year period, subject to mutual agreement. The contracts will be through June 1, 2014. The Purchasing Office opened formal bids on April 12, 2012.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06, Solicitation SA004319. Two hundred and sixty-seven (267) bids were solicited (MBR: 4, M1A: 4, F1: 4). Six (6) bids were received.
The Purchasing Office is recommending a split-award to the lowest, responsive, responsible and best bidders:
Midwest Graphics & Awards, CC# 383048816 Expires March 7, 2014
Award Items: 1A-B, 2A-J, 3A-F, 4A-J, 5A-J, 7A-D, 8A-C, 9A-D, 10A-D, 11A-H, 12A-D, 13A, 15A-D, 16A-D, 17A-D, 18A-H
Great Opportunities Inc., DBA Sportsales, CC# 311090597 Expires April 19, 2014
Award Items: 14A, 18D &18H
No award on Items 6A-D
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 beiung submitted as an emergency because, without emergency action, no less than 37 days will be added to this procurement cycle and the ability to provide needed apparel for both City employees and Recreation and Parks program participants will be slowed.
FISCAL IMPACT: Funding to establish these option contracts 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 the Finance and Management Director to enter into contracts for the option to purchase Recreation and Parks Wearing Apparel with Midwest Graphics & Awards and with Great Opportunities Inc., DBA Sportsales, 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 April 12, 2012 and selected the lowest, responsive, responsible and best bidders; and
WHEREAS, this ordinance addresses Purchasing objectives of 1) maximizing the use of City resources by obtaining optimal products/services at low prices, 2) encouraging economic development by improving access to City bid opportunities, 3) providing effective option contracts for City agencies to efficiently maintain their supply chain and service to the public and 4) providing contracts that can be used by other local governmental entities through our cooperative purchasing efforts; and
WHEREAS, because the wearing apparel is used to provide City employees and recreation and parks program participants with uniforms, this is being submitted for consideration as an emergency measure; and
WHEREAS, an emergency exists in the usual daily operation of the Recreation and Parks Department and other City agencies that may like to use these contracts it is immediately necessary to enter into these option contracts to purchase Recreation and Parks Wearing 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 and Management Director be and is hereby authorized to enter into the following contracts for the option to purchase Recreation and Parks Wearing Apparel for mainly the Recreation and Parks Department and other City agencies for the term ending June 1, 2014, with the option to extend each contract for one (1) additional one-year period, subject to mutual agreement, in accordance with SA004319 as follows:
Midwest Graphics & Awards, Items: 1A-B, 2A-J, 3A-F, 4A-J, 5A-J, 7A-D, 8A-C, 9A-D, 10A-D, 11A-H, 12A-D, 13A, 15A-D, 16A-D, 17A-D, 18A-H, Amount: $1.00
Great Opportunities Inc., DBA Sportsales, Items: 14A, 18D &18H, Amount $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 passage and approval by the Mayor, or ten days after passage if the Mayor neither approves nor vetoes the same.