Explanation
BACKGROUND: To modify and extend the existing city-wide contracts for the option to purchase Protective Footwear for various City agencies to and including November 30, 2006. The Purchasing Office opened formal bids on June 13, 2002. The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06. (Proposal No. SA000268DRM).
FL001299 with Safety Solutions, Inc., contract compliance number 31-0808325 (expires 1/9/2007) was established in accordance with bids received. This company is not debarred according to the Federal Excluded Parties Listing or prohibited from being awarded a contract according to the Auditor of State Unresolved Findings for Recovery Certified Search.
1) Amount of additional funds: The estimated annual expenditure for all agencies is $180,000.00. City agencies must obtain approval to expend from their own budgeted funds for their estimated expenditures.
2) Reason additional needs were not foreseen: An extension through July 31, 2006 was provided for in the original contract. However, the Purchasing Office requires additional time to open new bids and complete the evaluation process, so an additional extension through November 30, 2006 is requested. This additional extension request requires that competitive bidding requirements of Chapter 329 be waived since the extension is not provided for in the original contract.
3) Reason other procurement processes not used: The same exact product is required as originally bid. No lower pricing/more attractive terms or conditions are anticipated through re-bidding at this time.
4) How cost was determined: The cost, terms and conditions are in accordance with the original agreement
FISCAL IMPACT: No funding is required to extend the option contracts. City agencies must set aside their own funding for their estimated expenditures.
To maintain an uninterrupted supply of protective footwear to City agencies using the Universal Term Contract, this ordinance is be submitted as an emergency.
Title
To authorize and direct the Finance and Management Director to modify and extend the UTC contract for the option to purchase Protective Footwear with Safety Solutions, Inc., to waive the provisions of competitive bidding, and to declare an emergency.
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids for the purchase of protective footwear, and selected the lowest bid; and
WHEREAS, the current supplier has agreed to extend FL001299 at current prices and conditions to and including November, 2006, and it is in the best interest of the City to exercise this option to allow the Purchasing Office additional time to open new bids and evaluate the bid results; and
WHEREAS, in order to avoid a lapse in our ability to provide necessary protective footwear, this is being submitted for approval as an emergency measure; and
WHEREAS, an emergency exists in the usual daily operation of the Purchasing Office in that it is immediately necessary to extend FL001299 for an option to purchase protective footwear 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 be and is hereby authorized and directed to modify and extend FL001299 with Safety Solutions, Inc. to and including November 30, 2006.
SECTION 2. That in accordance with Section 329.27 of the Columbus City Code, this Council finds the best interest of the City is served by waiving, and does hereby waive Sections 329.06 (Formal Competitive Bidding) of the Columbus City Code.
SECTION 3. 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.