City of Columbus - File #: 1975-2004

• File #: 1975-2004
• Version: 1
• Type: Ordinance
• Status: Passed
• File created: 10/29/2004
• In control: Safety Committee
• On agenda: 11/22/2004
• Final action: 11/24/2004
• Title: To authorize and direct the Finance Director to enter into a contract for an option to purchase Custom File Folders and Labels with Jeter Systems Corporation, to authorize the expenditure of one dollar to establish the contract from the Purchasing Contract Account, and to declare an emergency. ($1.00)

Date	Ver.	Action By	Action	Result
11/24/2004	1	MAYOR	Signed
11/24/2004	1	CITY CLERK	Attest
11/22/2004	1	Columbus City Council	Approved	Pass
11/22/2004	1	Columbus City Council	Taken from the Table	Pass
11/22/2004	1	COUNCIL PRESIDENT	Signed
11/15/2004	1	Columbus City Council	Tabled to Certain Date	Pass
11/3/2004	1	CITY ATTORNEY	Reviewed and Approved
11/3/2004	1	Finance - Purchasing Drafter	Sent to Clerk's Office for Council
11/2/2004	1	Finance - Purchasing Drafter	Sent for Approval
11/2/2004	1	Auditor Reviewer	Reviewed and Approved
11/2/2004	1	CITY AUDITOR	Reviewed and Approved
11/2/2004	1	Finance - Purchasing Drafter	Sent for Approval
11/1/2004	1	EBOCO Reviewer	Reviewed and Approved
11/1/2004	1	ODI DIRECTOR	Reviewed and Approved
10/29/2004	1	Finance - Purchasing Drafter	Sent for Approval
10/29/2004	1	FINANCE-PURCHASING APPROVER	Reviewed and Approved

Explanation
BACKGROUND: To establish a contract for the option to purchase Custom File Folders and Labels for the Municipal Court Clerk. The term of the proposed option contract will be three years with an option to renew for one additonal year, if mutually agreed.

The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation No. SA001182). Formal bids were opened on August 12, 2004. Eighty-five (MAJ:71; MBE:12; FBE:2) bids solicited; seven (MAJ:6; MBE/FBE: 1) bids received. The Purchasing Office is recommending award of a contract to the lowest responsive, responsible and best bidder:

Jeter Systems Corporation , MAJ, Contract Compliance#34-1082350. This company is not debarred according to the Excluded Party Listing System of the Federal Government and is not listed in the Auditor of State database for Findings for Unresolved Recovery.
Total Estimated Annual Expenditure: $89,443.00

Several lower priced bids were submitted but have been determined to be non-responsive for the following reasons: Independence Office and Business Supply: after repeated requests from City staff, the company was unable to provide samples as required in the bid in order to demonstrate their ability to meet the specification requirements. Central Business Group: the company failed to return a complete bid document. Corporate Express and Williams Interior Designs: both companies submitted bids with conditional pricing that required a purchase order be completed by September 10, 2004. Value Added Business Services also failed to provide required samples with their bid.

This ordinance is submitted as an emergency measure in order to allow the purchase of Custom File Folders and Labels for the Municipal Court Clerk's Office so these supplies that are used in the daily operation of that office are received without interruption.

FISCAL IMPACT: Funding to establish this option contract is budgeted in the Purchasing Contrac...