Explanation
BACKGROUND: For the option to purchase Office Papers for all City Agencies. The term of the proposed option contract would be from the date of execution until 12/31/06 with an option for renewal.
The City of Columbus has the ability to utilize the State of Ohio Cooperative Purchasing Contracts when in our best interest. The State of Ohio, Office of State Purchasing conducted a reverse auction on October 12, 2005. A reverse auction refers to a competitive bid process conducted via the internet on a specific date in which pre-qualified responsive and responsible bidders compete to submit the lowest price. The City of Columbus provided the State of Ohio, Office of State Purchasing with estimates of our yearly volumes and the types of paper we commonly use as did other governmental and quasi-governmental entities. The State of Ohio Cooperative Purchasing Contract RS904006 (Index No. GDC080P) was awarded to Corporate Express as the company offering the lowest overall price. Their prices are lower than our current contract with OfficeMax.
The Purchasing Office is recommending establishment of a contract with Corporate Express as permitted by the State of Ohio Cooperative Purchasing Program as per the above referenced contract and legislation passed by Columbus City Council. Corporate Express's Federal Identification Number and Contract Compliance Number is 84-1248716. The estimated annual expenditure is $250,000.00.
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. This ordinance is being submitted as an emergency because, without action, no less than 37 days will be added to this procurment cycle and the efficient delivery of valuable public services will be slowed. The current contract was modified and extended until January 31, 2006 to allow the State of Ohio to establish a contract.
FISCAL IMPACT: Funding to establish this option contract is budgeted in the Purchasing Contract Account. All City agencies will be required to obtain approval to expend from their own appropriations during each fiscal year.
Title
To authorize and direct the Finance and Management Director to establish a Universal Term Contract (UTC) with Corporate Express for the option to purchase Office Paper in the amount of $1.00 from the Purchasing/Contract Operation Fund, to waive formal competitive bidding requirements, and to declare an emergency. ($1.00)
Body
WHEREAS, the City of Columbus has the ability to utilize State of Ohio Cooperative Purchasing Contracts, and
WHEREAS, a competitive bid process was conducted by the State of Ohio, Office of State Purchasing in the form of a reverse auction, and
WHEREAS, that contract was awarded to the company offering the lowest overall price, and
WHEREAS, that same contract has recycled paper, with a minimum of 30% post consumer waste, and virgin papers available for use, and
WHEREAS, this ordinance addresses Purchasing objectives of 1) maximizing the use of City resources by obtaining optimal products/services at low prices and 2) encouraging economic development by improving access to City bid opportunities and 3) providing effective option contracts for City agencies to efficiently maintain their supply chain and service to the public; and
WHEREAS, in order to avoid a lapse in the ability to have office papers available for communication and documentation, this is being submitted for approval as an emergency measure, and
WHEREAS, an emergency exists in the usual daily operation of the Purchasing Office inthat it is immediately necessary to enter into a contract for the option to purchase office paper, 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 enter into a conttract for an option to purchase office paper in accordance with the State of Ohio, Office of State Purchasing, Cooperative Purchasing Contract No.: RS904006 (Index No.: GDC080P) with Corporate Express.
SECTION 2. That the expenditure of $1.00 is hereby authorized from the Purchasing Contract Account, Organizational Level 1: 45-50, Fund: 05-517, Object Level 3; 2270, OCA: 450020, to pay the cost thereof.
SECTION 3. 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 4. That for the reason stated in the preamble here to, 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.