Explanation
BACKGROUND: This legislation authorizes the Finance and Management Director to establish a Universal Term Contract (UTC) for the option to purchase Armored Car Services with Brink’s U.S., a Division of Brinks’s Incorporated (“Brinks”). Various agencies use armored car services, the Columbus City Treasurer has oversight of agency usage. Armored Car Services are used for the pick-up and delivery of currency, bagged coin, checks and documents from various sites of the City of Columbus and the Franklin County Municipal Clerk. The term of the proposed option contract would be 1 year, expiring March 31, 2022 with five one-year renewal options. In addition, the expenditure of $1.00 is hereby authorized from General Budget Reservation BRPO001670.
Since 2008, the City as solicited armored car services three on three (3) and Brink’s was the only bidder 2 times. The contracts are established as multi-year agreements. In 2018 Dunbar was awarded the bid, however, they were acquired by Brink's US and all contracts with Dunbar were assigned to Brinks. During the current contract period with Brink's, the company presented terms and conditions that were not acceptable to the City such as automatic renewals, unclear costs and the laws of the State of Delaware. Therefore, the City Treasurer and the Purchasing Office began negotiations with the other known local armored car service, Loomis. However those negotiations broke down. and this service is critical to the City Treasurer.
Brink's therefore, is the only other local known armored service provider and this service is critical to the operations of the City Treasurer. The waiver is being requested due to the fact the City has no other options but to enter into contract with Brink's and accept their terms and conditions.
The Purchasing Office is recommending award as follows:
Brink's U.S., a Division of Brink’s Incorporated “Brink’s”, CC#36-2478302 expires September 6, 2021. All Items, $1.00
Total Estimated Annual Expenditure: $100,000.00, The City Treasurer, the primary user.
Emergency Designation: The Finance and Management Department respectfully requests this legislation be considered an emergency ordinance as this service is needed for the safety and security for the transport of money.
This company is not debarred according to the Excluded Parties listing of the Federal Government and are not listed in the Auditor of States database for Findings for Recovery.
FISCAL IMPACT: The expenditure of $1.00 is hereby authorized from General Budget Reservation BRPO001670. 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 contract for the option to purchase Armored Car Services with Brink’s U.S.; to authorize the expenditure of $1.00 from General Budget Reservation BRPO001670; to waive the competitive bidding provisions of City Code; and to declare an emergency. ($1.00)
Body
WHEREAS, the Armored Car Services UTC will provide for the purchase of pick-up and delivery of currency, bagged coin, checks and documents from various sites of the City of Columbus and the Franklin County Municipal Clerk and,
WHEREAS, the Purchasing Office will enter into a negotiated contract for armored car services; and
WHEREAS, negotiations were unsuccessful with a potential new vendor, Loomis, and there is only one other known supplier for our area; and
WHEREAS, it is in the City's best interests to waive the provisions of the Columbus City Code relative to competitive bidding and enter into an agreement with the only known local source, Brink's U.S.; and
WHEREAS, an emergency exists in the usual daily operation of the City Treasurer in that it is immediately necessary to authorize the Finance and Management Director to enter into a Universal Term Contract for the option to purchase Armored Car Services with Brink's so there is no interruption in service, 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 Finance and Management Director is hereby authorized to enter into the following contract for the option to purchase Armored Car Services in accordance with the negotiated agreement with Brink’s U.S. for a term of 1 year, expiring March 31, 2022 with five one-year renewal options, as follows:
Brink’s U.S., All Items, $1.00
SECTION 2. That this Council finds it is in the best interest of the City of Columbus to waive the relevant provisions of Columbus City Code Chapter 329 to permit the aforementioned purchase.
SECTION 3. That the expenditure of $1.00 is hereby authorized from General Budget Reservation BRPO001670 of this ordinance to pay the cost thereof.
SECTION 4. 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 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.