Explanation
BACKGROUND: For the option to purchase Sanitary Paper Products. The term of the proposed option contract (UTC) would be two (2) years. Contract is through October 30, 2009 and may be extended for one (1) additional year subject to mutual agreement by both parties. The Purchasing Office opened formal bids on September 13, 2007.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06, SA002607 26 (MAJ:25, MBE:1, FBE:0) bids solicited; Seven(7) (MAJ:7) bids received. This bid seeks 100% recycled paper content for Sanitary Paper Products (toilet paper & paper towels) to meet the City's Environmental Code.
The Purchasing Office is recommending award of contracts to the lowest, responsive, responsible and best bidders as follows:
Joshen Paper & Packaging, CC#341586752 (Expires 9/13/09)
Corporate Express, CC#841248716 (Expires 9/10/09)
HP Products, CC#351116846 (Expires 10/19/09)
Total Estimated Annual Expenditure: $120,000.00
These companies are not debarred according to the Federal Excluded Parties Listing or the State Auditor's Findings For Recovery Database.
No awards were made on Item No. 5B-2, 5C-2 and 6B-2.
Although low bid on items listed, below suppliers were deemed non-responsive to the bid Specifications 3.2 - 3.2.20 related to % of recycled materials and size:
Corporate Express - Item No. 1A, 5C-1, and 8; Direct Resources - Item No. 5A, and 9; Heinrich Paper Co., - Item No. 7, and 9; HP Products - Item No. 1A, 5B-1, 5C-1, 7, and 9; International Paper Co. dba Expdx - Item No. 5B-1, 7, and 8; Joshen Paper & Pkg. - Item No. 7
This ordinance is being submitted as an emergency because, without emergency action, no less than 37 days will be added to this procurement cycle and the efficient delivery of valuable public services will be slowed.
FISCAL IMPACT: Funding to establish this option contract is budgeted in the Purchasing UTC Contract Account.
Title
To authorize and direct the Finance & Management Director to enter into three (3) UTC contracts for the option to purchase Sanitary Paper Products, to authorize the expenditure of three (3) dollars to establish the contract from the Purchasing UTC Contract Fund, and to declare an emergency. ($3.00).
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids on September 13, 2007 and selected the lowest, responsive, responsible and best bids meeting specification seeking 100% recycled materials. Seven (7) bids were received; and
WHEREAS, this ordinance addresses Purchasing objectives: 1) maximizing the use of City resources by obtaining optimal products/services at low prices; 2) encouraging economic development by improving access to City bid opportunities; 3) purchasing environmentally preferred materials, supplies & equipment; and 4) providing effective option contracts for City agencies to efficiently maintain their supply chain and service to the public; and
WHEREAS, an emergency exists in the usual daily operation of the Purchasing Office in that it is immediately necessary to enter into three (3) contract(s) for an option to purchase Sanitary Paper Products to ensure uninterrupted supply of materials, 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 the following contract(s) for an option to purchase Sanitary Paper Products with Solicitation SA002607 as follows:
Joshen Paper & Packaging, Item 1A, 1B, 2A, 2B, 2C, 3A, 3B, 3C, 4A, 4B, 5A, 5B-1, 5C-1, 5D, 6A, 6B-1, and 6C; Amount $1.00.
Corporate Express, Item 7, and 9; Amount $1.00.
HP Products, Item No. 8; Amount $1.00.
SECTION 2. That the expenditure of $3.00 is hereby authorized from Purchasing UTC Contract Account, Organization Level 1: 45-50, Fund: 05-517, Object Level 3: 2270, OCA: 450020, to pay the cost thereof.
SECTION 3. 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.