...Explanation
BACKGROUND: This legislation authorizes the Finance and Management Director to establish three (3) Universal Term Contracts (UTCs) for the option to purchase Miscellaneous Industrial Hardware with Fastenal Company, W.W. Grainger, Inc., and Midwest Motor Supply Co. This contract is used City wide to purchase hardware and consumable industrial supplies. Cotter pins, General Purpose Lubricants, and Machine Tools used to maintain City facilities, equipment, and property. The term of the proposed option contract would be approximately two (2) years, expiring June 30, 2026, with the option to renew for one (1) additional year. The Purchasing Office opened formal bids on May 16, 2024. In addition, the expenditure of $3.00 is hereby authorized from General Budget Reservation BRPO002726.
The Purchasing Office advertised and solicited competitive bids in accordance with the relevant provisions of Section 329 relating to competitive bidding (Request for Quotation No. RFQ027606). Four (4) bids were received.
The Purchasing Office is recommending award to the overall lowest, responsive, responsible and best bidders as follows:
Fastenal Company CC# 007823 expires 10/19/25, All Items, $1.00
W.W. Grainger, Inc. CC# 007170 expires 1/17/26, All Items, $1.00
Midwest Motor Supply Co, CC# 006113 expires 5/28/2026, All Items, $1.00
Total Estimated Annual Expenditure $1,500,000.00, City wide
Emergency Designation: The Finance and Management Department respectfully requests this legislation to be considered an emergency ordinance because miscellaneous industrial hardware is used to maintain City facilities, daily operations, and various other projects within City agencies.
These companies are 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.
FISCAL IMPACT: The expenditure of $3.00 is hereby authorized from General Budget Reservation BRPO002726. City Agencies will be required to obtain approval to expend from their own appropriations for their estimated annual expenditures.
...Title
To authorize the Finance and Management Director to enter into three (3) Universal Term Contracts for the option to purchase Miscellaneous Industrial Hardware with Fastenal Company, W.W. Grainger, Inc., and Midwest Motor Supply Co.; and to authorize the expenditure of $3.00. and to declare an emergency. ($3.00)
...Body
WHEREAS, the Miscellaneous Industrial Hardware UTC will provide for the purchase of Cotter pins, General Purpose Lubricants, and Machine Tools used to maintain City facilities, equipment, and property; and,
WHEREAS, the Purchasing Office advertised and solicited formal bids on May 16, 2024, and selected the overall lowest, responsive, responsible and best bidders; and
WHEREAS, an emergency exists in the usual daily operation of agencies citywide and the current contract expires on June 30, 2024, miscellaneous industrial hardware items needs to be readily available to maintain facilities and various projects in that it is necessary to authorize the Finance and Management Director to immediately enter into Universal Term Contracts with Fastenal Company, W.W. Grainger, Inc., and Midwest Motor Supply Co. for the option to purchase Miscellaneous Industrial Hardware, thereby preserving the property, and welfare; now, therefore
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Finance and Management Director is hereby authorized to enter into the following Universal Term Contracts for the option to purchase Miscellaneous Industrial Hardware in accordance with Request for Quotation RFQ027606 for a term of approximately two (2) years, expiring June 30, 2026, with the option to renew for one (1) additional year, as follows:
Fastenal Company, All Items, $1.00
W.W. Grainger, Inc. All Items, $1.00
Midwest Motor Supply Co., All Items, $1.00
SECTION 2. That the expenditure of $3.00 is hereby authorized from General Budget Reservation BRPO002726 of this ordinance to pay the cost thereof.
SECTION 3. That the funds necessary to carry out the purpose of this ordinance are hereby deemed appropriated, and the City Auditor shall establish such accounting codes as necessary.
SECTION 4. That for the reason 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.