26-97 OrdinanceRECORD OF ORDINANCES
Dayton Legal Blank Co. Form No. 30043
26-97
Ordinance No. Passed ____19____
AN ORDINANCE ACCEPTING THE LOWEST AND
BEST BID FOR THE PRINTING OF STATIONERY,
ENVELOPES AND BUSINESS CARDS AND
AUTHORIZING THE CITY MANAGER TO ENTER
INTO A CONTRACT FOR THE PROCUREMENT OF
SAID MATERIALS.
WHEREAS, after conducting formal advertising and competitive bidding procedures for the
printing of City stationery, envelopes and business cards; and,
WHEREAS, Council has determined that bid submitted by the Old Trail Printing Company,
Inc. for said materials, based upon the per unit prices specified in the bidder's proposal on
file within the Division of Human Resources/Procurement, is the lowest and best bid.
NOW, T~IEREFORE BE IT ORDAINED by the Council of the City of Dublin, State of
Ohio, ~_ of the elected members concurring:
Section 1. That the bid submitted by the Old Trail Printing Company for the printing of City
stationery, envelopes and business cards, as on file with the Division of Human
Resources/Procurement, is hereby accepted.
Section 2. That the City Manager is hereby authorized to enter into a contract with the Old
Trail Printing Company for the printing of said materials.
Section 3. That this Ordinance shall take effect and be in force at the earliest date permitted
by law.
Passed this ~~ day of , 199
`i %~~
G~ ~ {~
ayor -Presiding Officer
ATTEST:
G~~~ ~_
Clerk of Council
I he;r.-tiy certify that copies of this OrdinancelResebt#ie~were posted in
City of Dublin in accordance uvit~ Section 731.25 of 3be ahio Revised Co.
~s'(" tier of uncit, D ln, Ohie
I N T E R
O F F I C E
To: Members of Dublin City Council
From: Timothy C. Hansley, City Manager
Subject: Bid for the Printing of Stationery, Envelopes and Business Cards (Ordinance No.
26-97)
Date: February 13, 1997
By: David L. Harding, Director of Human Resources/Procurement `t--
Attached for your consideration please find Ordinance No. 26-97 accepting the lowest and best bid
for the printing of stationery, envelopes and business cards. Also, attached for your review is a
copy of the bid tabulation.
Although the initial award will not exceed the $20,000 threshold requiring Council approval and
competitive bidding, Staff reasonably anticipates the City's needs in year two and three of the
Contract to exceed the threshold due to expected growth. Therefore, Staff is bringing this project
to Council for approval. (Ordinance No. 49-96 adopted by Council on June 17, 1996, requires Staff
to conduct competitive bidding and to seek legislative authorization when a contract is reasonably
anticipated to involve expenditures of $20,000.00 or more.)
Bids were requested based upon an estimated quantity consistent with the estimated quantity used
in 1996. As reflected in the attached bid tabulation, the City received bids from the following
suppliers:
* Performance Printing, Inc. * Old Trail Printing Company, Inc.
* Bindery and Specialties, Inc. * Colortech Graphics and Printing, Inc.
* Lyons Data Products, Inc. * Prism Publishing, Inc., d.b.a. The Ink Well
Columbus Paper & Copy Supply * Sir Speedy Printing
As noted in the bid tabulation, Performance Printing provided the low bid of $17,327.50. However,
Performance Printing is a broker/distributor and Staff feels that there are accountability issues
inherent to City/broker arrangements. Staff believes that such arrangements should, therefore, be
avoided whenever possible. The specific concern is that Performance Printing would not be
directly responsible for the printing required by this bid project. (Staff was cognizant of this concern
prior to drafting the bid documents and consequently drafted the bid documents in a way that
requires the bidder to have acompany-owned facility.) Performance Printing also failed to submit
the required bid bond and a completed "Noncollusion Affidavit." The issue regarding City/broker
relationships is such that Staff cannot recommend acceptance of Performance Printing's bid as the
"lowest and best" bid.
The Old Trail Printing Company submitted the next lowest bid of $17,778.00. Old Trail failed to
submit a complete bid bond at time of bid submission. However, Old Trail's bid complies with the
City's specifications in all other respects. Staff views the non-submission of a bid bond as an
irregularity that does not affect the substance of the bid; an irregularity the City reserves the right
to waive. (Under similar circumstances in the past, the City Law Director has advised that waiving
such a requirement is defensible and so too is the decision to accept the bid bond from the
Page 2
February 13, 1997
successful bidder if that bidder should be awarded the contract.) Old Trail has been contacted and
has already provided a completed bid bond. Old Trail does have acompany-owned facility and is
directly responsible for the printing services required for this bid. The award conditions in the bid
documents require that a single award be made based on the lowest and best bid submitted. In the
final analysis, Staff believes that the bid submitted by Old Trail is the lowest and best bid and
therefore, recommends that said bid be accepted.
The initial term of the Contract, would be for one year, however, there is an option to renew for two
(2) additional one year periods.
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