Explanation
BACKGROUND: To modify and extend the existing city-wide contract for the option to purchase Winter Wear and Raingear for various City agencies, to and including July 31, 2008. Formal bids were opened by the Purchasing Office on October 14, 2004.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation No. SA0013009). 152 bids were solicited: (MBE- 7, FBE-6). The formal bid opened October 14, 2004. Five proposals were received. FL002381, with Safety Solutions, was established in accordance with the bids received.
The original contract provided for modification and extension; however, that extension period has passed. The Purchasing Office has determined that it would be in the City's best interest to extend the existing agreement so vendors will have access to the most current manufacturer pricing which is published in May of each year. Delaying the bid process for a new contract may increase vendor participation and improve pricing. It is necessary to extend the current contract in order to maintain a source of supply. In order to extend the contract, waiver legislation is required.
Safety Solutions, Inc., contract compliance #310808325, expires 7/5/08
Estimated Annual Expenditure: $75,000.00
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 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.
1. Amount of additional funds: The estimated annual expenditure for the contract is $75,000.00.
2. Reason additional needs were not foreseen: An extension was provided for in the original contract and has been utilized. However, while a new contract is developed, it is necessary to extend the current contract.
3. Reason other procurement processes not used: Pricing and contract terms in the existing contract are acceptable to the City.
4. How cost was determined: The cost, terms and conditions are in accordance with the original agreement.
FISCAL IMPACT: Each agency will be required to obtain approval to expend from their own appropriations for their estimated annual expenditures.
Title
To authorize and direct the Finance and Management Department Director to modify & extend existing citywide contract FL002381 for Winter Wear and Raingear with Safety Solutions, to waive formal competitive bidding requirements, and to declare an emergency
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids on October 14, 2004; and
WHEREAS, it is in the City's best interest to modify and extend contract FL002381 until July 31, 2008 and the vendor has agreed to this extension; however, the original contract period has passed so it is necessary to waive competitive bidding requirements to allow the extension; 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 City's ability to purchase Winter Wear and Raingear, 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 enter into a contract for an option to purchase Winter Wear and Raingear, 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 Department Director be and is hereby authorized and directed to modify and extend the existing contract FL002381with Safety Solutions for Winter Wear and Raingear until July 31, 2008.
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 Section 329.06 of the Columbus City Code.
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.