Explanation
BACKGROUND:
This legislation authorizes the Director of the Department of Technology (DoT), on behalf of the Department of Public Utilities (DPU) to establish a purchase order to acquire 1.6 million return mailing envelopes for the DPU monthly billing. The Department of Technology, through the informal competitive bid process, solicited bids from 101 registered vendors through the city's solicitation web-site, Vendor Services. On April 26, 2011 the DoT received and opened six (6) bid responses associated with bid solicitation SO037036, all of which exceeded $20,000. 00. However, after the bid opening, it was discovered that the bid specifications needed to be changed. Therefore, the Department of Technology solicited a second solicitation for bid (SO037321) with revised specifications. On May 20, 2011, DoT received and opened eight (8) bid responses, all of which exceeded $20,000.00. During this second solicitation it was discovered that the low bidder on the initial solicitation (SO037036) did not bid to the specifications. The prior year award, for the same item and quantity was for $18,624. 00.
Upon completion of reviewing the bids, the award was made to the lowest, responsive, responsible and best bidder, The Herald Inc. in the amount of $20,576. 00.
Eight (8) bid responses:
The Herald, Inc. $20,576.00 Bayley Envelope, Inc. $20,720.00
Information Data Products, Inc. $20,784.00 Print Solutions Today $23,280.00
Envelope Solution $25,728.00 Mac Paper Converters $27,392.00
MBK Services, Inc. $27,824.00 Forms Plus Service, Inc. $31,968.00
As a result of the specification change, it was anticipated that the price from the original bid (SO037036) would come in lower than $20,000.00. As such, the extent of this price increase was not anticipated and there is not enough time to obtain formal sealed bids to satisfy the needs of the Department of Public Utilities. Therefore, this ordinance also requests to waive the formal bid procedures under the provisions of the Columbus City Code, Section 329.07 and 329.11.
EMERGENCY: Emergency destination is required in order to expedite the necessary purchase needed by the Department of Public Utilities and to avoid interruption of service.
FISCAL IMPACT: In 2009 and 2010 the Department of Technology expended $16,4480.00 and $18,624.00 for 1.6 million return envelopes. The funds for this purchase in the amount of $20,576.00 are budgeted and available within the Department of Technology Internal Services Fund.
CONTRACT COMPLIANCE: The Herald, Inc. 273190748 Expires: 12/14/2012
Title
To authorize the Director of the Department of Technology, on behalf of the Department of Public Utilities, to establish a purchase order to acquire return mailing envelopes, from The Herald, Inc., to waive the competitive bidding provisions in accordance with the Columbus City Code; to authorize the expenditure of $20,576.00 from the Department of Technology Internal Services Fund; and to declare an emergency. ($20,576.00)
Body
WHEREAS, this legislation authorizes the Director of the Department of Technology, on behalf of the Department of Public Utilities (DPU) to establish a purchase order to acquire 1.6 million return mailing envelopes from The Herald, Inc., for the DPU monthly billing, and
WHEREAS, the Department of Technology received eight (8) bid responses for this year's solicitation, SO037321, all of which exceeded $20,000.00, and the lowest, responsive, responsible and best bidder is The Herald, Inc. in the amount of $20,576.00, and
WHEREAS, the prior year award for the same item and quantity was for $18,624.00, as such, the extent of the price increase was not anticipated and there is not enough time to obtain a formal sealed bid to satisfy the needs of the Department of Public Utilities, and
WHEREAS, this ordinance also requests approval to waive the formal competitive bidding provisions in accordance with the Columbus City Code, Section 329.07 and 329.11, and
WHEREAS, an emergency exists in the daily operation of the city in that it is immediately necessary for the Department of Technology to establish a purchase order with Information Data Products, Inc., to acquire return mailing envelopes for the DPU, as not to impact the daily operation of the services provided by the DPU, 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 Director of the Department of Technology, on behalf of the Department of Public Utilities (DPU), is hereby authorized to establish a purchase order with The Herald, Inc. in the amount of $20,576.00 to acquire 1.6 million return mailing envelopes.
SECTION 2. That the expenditure of $20,576.00 or so much thereof as may be necessary is hereby authorized to be expended from:
Div.: 47-01|Fund: 514|Sub-Fund: 550|OCA Code: 514550|Obj. Level 1: 03|Obj. Level 3: 3352|Amount: $1,255.13
Div.: 47-01|Fund: 514|Sub-Fund: 600|OCA Code: 514600|Obj. Level 1: 03|Obj. Level 3: 3352|Amount: $7,983.49
Div.: 47-01|Fund: 514|Sub-Fund: 650|OCA Code: 514650|Obj. Level 1: 03|Obj. Level 3: 3352|Amount: $8,950.56
Div.: 47-01|Fund: 514|Sub-Fund: 675|OCA Code: 514675|Obj. Level 1: 03|Obj. Level 3: 3352|Amount: $2,386.82
SECTION 3. That the City Auditor is authorized to make any accounting changes to revise the funding source for all contracts or contract modifications associated with this ordinance.
SECTION 4: That for good cause shown, the competitive bidding provisions of Section 329.07 and 329.11 of the Columbus City Code are hereby waived.
SECTION 5: That for the reasons stated in the preamble hereto, 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.