Explanation
BACKGROUND: For the option to establish a Universal Term Contract (UTC) to purchase National Restaurant Association (NRA) Serv Safe Educational Materials for use by the City of Columbus Public Health Department Environmental Health Program. These materials, available in different languages, will be used in educating local businesses, organizations and individuals in proper food handling to protect the public.
The term of the proposed option contract would be in effect from the date of execution by the City to and including December 31, 2012, with the option to renew for one (1) additional year. The Purchasing Office opened formal bids on October 22, 2009.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06, Solicitation SA003399. Fourteen (14) bids were solicited (1 MBR, 2 F1's, 1 AFA). One (1) bid was received (F1).
The Purchasing Office is recommending award to the lowest, responsive, responsible and best bidder, as follows:
Columbus Lumber, CC#311571445 (Expires: June 9, 2010)
Total Estimated Annual Expenditure: $35,000.00
This company is not debarred according to the Federal Excluded Parties Listing or the State Auditor's Findings for Recovery Database.
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 Mail, Print Services and UTC Fund. The City of Columbus Public Health Department will be required to obtain approval to expend from their own appropriations for their estimated annual expenditures.
Title
To authorize and direct the Finance & Management Director to enter into one (1) UTC contract for the option to purchase National Restaurant Association (NRA) Serv Safe Educational Materials with Columbus Lumber, to authorize the expenditure of one (1) dollar to establish the contract from the Mail, Print Services and UTC Fund; and to declare an emergency. ($1.00)
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids on October 22, 2009, and selected the lowest, responsive, responsible and best bidder; and
WHEREAS, this ordinance addresses Purchasing objectives of: 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 and 3) providing effective option contracts for City agencies to efficiently maintain their supply chain and service to the public; and
WHEREAS, these materials, available in different languages, will be used in educating local businesses, organizations and individuals in proper food handling to protect the public, this is being submitted for consideration as an emergency measure; and
WHEREAS, an emergency exists in the usual daily operation of the City of Columbus Public Health Department in that it is immediately necessary to enter into a contract for the option to purchase National Restaurant Association (NRA) Serv Safe Educational 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 & Management Director be and is hereby authorized and directed to enter into the following contract for an option to purchase National Restaurant Association (NRA) Serv Safe Educational Materials for the term ending December 31, 2012, with the option to renew for one (1) additional year in accordance with SA003399 as follows:
Columbus Lumber; Awarded all items; $1.00
SECTION 2. That the expenditure of $1.00 is hereby authorized from Mail, Print Services and UTC Fund, Organization Level 1: 45-01, Fund: 05-517, Object Level 3: 2270, OCA: 451130, 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.