130-92 Ordinance
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~ '" RECORD OF ORDINANCES
Dayton Legal Blank Co. Form No. 30043
Ordinance No._ __130~.9_2___u Passed - - - . - - - ~ -- _n__n" _ .. ...._n_ _...19__ _n_"
AN ORDINANCE AUTHORIZING THE PURCHASE
OF INCOME TAX FORMS IN AN AMOUNT EXCEEDING
,... $10,000, WITHOUT FORMAL COMPETITIVE BIDDING,
AND DECLARING AN EMERGENCY
WHEREAS, there is an urgent need to purchase a supply of
income tax forms within the Taxation unit; and
WHEREAS, it is critical that said forms be mailed to residents
in all communities for which the city administers income tax
collection the first week of January, 1993; and
WHEREAS, the amount of this purchase exceeds the $10,000 limit
which would require the City to comply with formal competitive
bidding procedures; and
WHEREAS, section 8.02(B) of the Dublin Charter enables
Council, by ordinance or resolution adopted by a vote of at
least two-thirds of its members, to authorize, without
advertising and competitive bidding, contracts or expenditures
for any purpose where the statutory or common law of Ohio does
not require competitive bidding; and
WHEREAS, Section 735.051 of the Ohio Revised Code enables the
legislative authority of a city to authorize, by a two-thirds
vote of its members elected thereto, the city Manager, or
other duly authorized contracting authority, to enter into a
,.,Eci purchasing contract without formal bidding and advertising,
r :""g when a real and present emergency arises in connection with
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f :s the operation of any department, division, commission, bureau,
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g, '~ or board of the municipality. !
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; :,,,", NOW, THEREFORE, BE IT ORDAINED by the Council of the city of
I~ Dublin, State of Ohio, iJ? of the elected members
concurring:
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........ . 1- That, pursuant to 8.02 of the Dublin
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c ...... Charter and section 735.051 of the Ohio Revised Code, the
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._ C> purchase of income tax forms in the amount of $11,899.51,
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o~ without formal advertising and competitive bidding, is hereby
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:E-S authorized.
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~ e section 2. That this Ordinance be, and hereby is, declared to
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co"Q _ be an emergency measure necessary for the preservation of the
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- .- - public health, safety, and welfare, and for further reason
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-:E 10 that it is critical for the aforementioned tax forms to be
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".;:.; .5 mailed to residents in all communities for which the city of
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C> ..c Dublin administers Income Tax collection the first week of
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.c _ January, 1993. Therefore, this Ordinance shall take effect and
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~?: be in force immediately upon its passage.
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Passed this J~~ day of ~ , 1992.
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Officer
ATTEST:
O~_ e- &.LufLL---
Clerk of Council
Sponsors: City Manager
Director of Personnel and Purchasing
Director of Finance
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MEMORANDUM
TO: Members of Dublin City Council
FROM: Timothy C. Hansley, city Manager / ~~'~-
SUBJECT: Ordinance No. 130-92
DATE: December 10, 1992
Attached please find Ordinance No. 130-92 authorizing an emergency
purchase in excess of $10,000, without competitive bidding. An
urgent need exists within the Taxation unit for the purchase of a
supply of income tax forms in the amount of $11,899.51; an amount
which would normally require the City to pursue formal advertising
and competitive bidding procedures. It is critical that the city
obtain these forms and mail said forms to the residents in each
community for which the City administers Income Tax Collection the
first week of January 1, 1993. In order to obtain these forms by
the first week of January 1993, the printer needs to have the order
three weeks in advance; therefore, action is needed in this matter
as soon as possible.
Staff apologizes for the inconvenience caused by this request;
however, because of the time frame involved, Staff respectfully
requests your consideration of this legislation. '"
TCH/mc
Attachment
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MEMORANDUM
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TO: All Dublin Council Members
FROM: Marsha I, Grigsby. Director of Finance ~
SUBJECT: Waiving the Bidding Requirements for Income Tax Forms
DATE: December 10. 1992
The attached ordinance is needed for the timely processing of income tax
forms.
In the past, advertising for formal bids for individual returns. W-1 s. W-3s and
Q-1 s was not necessary because the volume of forms that needed to be
ordered during anyone year did not exceed the bidding requirement,
Due to problems taxpayers and pre parers had in completing the forms, the
individual returns were recently revised. This resulted in a larger volume of
forms being needed. Forms needed to be ordered for the City of Dublin and the
Villages of Powell, New Albany and Shawnee Hills at one time where in the
past this was not the case.
r. Bryan Thurman, Tax Administrator, determined what his needs for the year
would be and ordered accordingly, The larger volume did result in a lower cost
~ per thousand; however, it also resulted in the total cost exceeding $10,000.
The total cost of the forms needed is $11.899,51,
We did not anticipate that the $10,000 bidding requirement would be exceeded
and at this point-in-time there is not sufficient time to request formal
competitive bids, The individual returns need to be mailed in early to mid
January, In order to get the forms printed by the vendor and then processed
in a timely manner we are requesting that the attached legislation be past as
an emergency,