Explanation
BACKGROUND: This legislation authorizes the Finance and Management Director to establish a Universal Term Contract (UTC) for the option to purchase Trophies and Awards with Village Trophy Company. The Department of Recreation and Parks is the primary user for Trophies and Awards. Trophies and Awards are used to award participants in leagues, tournaments and events held by the Department of Recreation and Parks and other City agencies. The term of the proposed option contract would be approximately three (3) years, expiring March 30, 2023, with the option to renew for one (1) additional year. The Purchasing Office opened formal bids on January 23, 2020. In addition, the expenditure of $1.00 is hereby authorized from General Budget Reservation BRPO001107.
The Purchasing Office advertised and solicited competitive bids in accordance with the relevant provisions of Chapter 329 relating to competitive bidding (Request for Quotation No. RFQ014464). One (1) bid was received.
The Purchasing Office is recommending award to the overall lowest, responsive, responsible and best bidder as follows:
Village Trophy Company, Vendor 005159 expires 1/15/2022, Items 4-24 and catalog, $1.00
Total Estimated Annual Expenditure: $40,000, Department of Recreation and Parks the primary user
The 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.
FISCAL IMPACT: The expenditure of $1.00 is hereby authorized from General Budget Reservation BRPO001107. 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 a Universal Term Contract for the option to purchase Trophies and Awards with Village Trophy Company; and to authorize the expenditure of $1.00 from General Budget Reservation BRPO001107. ($1.00).
Body
WHEREAS, the Trophies and Awards Universal Term Contract will provide for the purchase of award decorations used for programmed events awarding participants, the Department of Recreation and Parks is the primary user; and
WHEREAS, the Purchasing Office advertised and solicited formal bids on January 23, 2020 and selected the responsive, responsible and best bidder; and
WHEREAS, it has become necessary in the usual daily operation of the Department of Recreation and Parks to authorize the Director of Finance and Management to enter into a Universal Term Contract for the option to purchase Trophies and Awards with Village Trophy Company; now, therefore
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Finance and Management Director is hereby authorized to enter into the following Universal Term Contract for the option to purchase Trophies and Awards in accordance with Request for Quotation RFQ014464 for a term of approximately three (3) years, expiring March 30, 2023, with the option to renew for one (1) additional year, as follows:
Village Trophy Company, Items 4-24 and catalog, $1.00
SECTION 2. That the expenditure of $1.00 is hereby authorized from General Budget Reservation BRPO001107 of this ordinance to pay the cost thereof.
SECTION 3. That the funds necessary to carry out the purpose of this ordinance are hereby deemed appropriated, and the City Auditor shall establish such accounting codes as necessary.
SECTION 4. That this ordinance shall take effect and be in force from and after the earliest period allowed by law.