Explanation
BACKGROUND: To authorize the Finance and Management Director to enter into one (1) UTC contract for the option to purchase Recreation and Parks Wearing Apparel. The term of the proposed option contract is two (2) years, through June 30, 2016. The contract may be extended for one (1) additional year, subject to mutual agreement by both parties. The Purchasing Office opened formal bids on June 5, 2014.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation No. SA005422). Three hundred and forty one (341) bids were solicited: (M1A-6, F1-4). Seven (7) bids were received.
The Purchasing Office is recommending award to the overall lowest, responsive, responsible and best bidder as follows:
Midwest Graphics & Awards, CC# 383048816; Expires 3/14/2016
Total Estimated Annual Expenditure: $25,000.00
This company is not debarred according to the Excluded Party Listing System of the Federal Government or prohibited from being awarded a contract according to the Auditor of State Unresolved Findings for Recovery Certified Search.
This ordinance is being submitted as an emergency because the current contract for wearing apparel will expire on
July 31, 2014. 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 this option contract is from the General 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 one (1) contract for the option to purchase Recreation and Parks Wearing Apparel with Midwest Graphics & Awards; to authorize the expenditure of $1.00 to establish the contract from the General Fund; and to declare an emergency. ($1.00)
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids on June 5, 2014 and selected the overall lowest, responsive, responsible and best bidder; 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, the wearing apparel is used to provide Recreation and Parks program participants and City employees with uniforms, and the current contract will expire on July 31, 2014, 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 it is immediately necessary to enter into a contract for the option to purchase Recreation and Parks Wearing Apparel so the purchase of wearing apparel is not interrupted; 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 contract for the option to purchase Recreation and Parks Wearing Apparel, for Recreation and Parks, the biggest user, and other City agencies in accordance with Solicitation No. SA005422, for a term of approximately two (2) years, expiring June 30, 2016, with the option to renew for one (1) additional year.
Midwest Graphics & Awards; Categories: 1-11, 13 - 22, and 24; Amount: $1.00
No award made for Category 12 and 23.
SECTION 2. That the expenditure of $1.00 is hereby authorized from the General Fund, Organization Level 1: 45-01, Fund 10, OCA: 450047, Object Level 3: 2270 to pay the cost thereof.
SECTION 3. That for the reason 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 the earliest period allowed by law.