City of Columbus - File #: 0704-2011

• File #: 0704-2011
• Version: 1
• Type: Ordinance
• Status: Passed
• File created: 4/27/2011
• In control: Administration Committee
• On agenda: 6/6/2011
• Final action: 6/8/2011
• 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)

Date	Ver.	Action By	Action	Result
6/8/2011	1	CITY CLERK	Attest
6/7/2011	1	MAYOR	Signed
6/6/2011	1	Columbus City Council	Approved	Pass
6/6/2011	1	COUNCIL PRESIDENT	Signed
5/27/2011	1	CITY AUDITOR	Reviewed and Approved
5/27/2011	1	Technology Drafter	Sent for Approval
5/27/2011	1	CITY ATTORNEY	Reviewed and Approved
5/27/2011	1	Technology Drafter	Sent to Clerk's Office for Council
5/26/2011	1	Finance Reviewer	Reviewed and Approved
5/26/2011	1	Finance Reviewer	Reviewed and Approved
5/26/2011	1	FINANCE DIRECTOR	Reviewed and Approved
5/26/2011	1	Technology Drafter	Sent for Approval
5/26/2011	1	Auditor Reviewer	Reviewed and Approved
5/25/2011	1	Technology Drafter	Sent for Approval
5/25/2011	1	EBOCO Reviewer	Sent for Approval
5/25/2011	1	ODI DIRECTOR	Reviewed and Approved
5/25/2011	1	Technology Drafter	Sent for Approval
5/24/2011	1	TECHNOLOGY DIRECTOR	Reviewed and Approved
5/20/2011	1	Technology Drafter	Sent for Approval
5/9/2011	1	Finance Reviewer	Reviewed and Approved
5/9/2011	1	Finance Reviewer	Reviewed and Disapproved
5/5/2011	1	ODI DIRECTOR	Reviewed and Approved
5/5/2011	1	Technology Drafter	Sent for Approval
5/3/2011	1	Technology Drafter	Sent for Approval
5/3/2011	1	EBOCO Reviewer	Sent for Approval
5/2/2011	1	TECHNOLOGY DIRECTOR	Reviewed and Approved
4/27/2011	1	Technology Drafter	Sent for Approval

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 proc...