Explanation
Background: This ordinance authorizes the Finance and Management Director to enter into an agreement to establish one (1) UTC contract for the option to purchase Overhead Door Parts to be used by various City agencies to perform repairs on overhead doors. The term of the proposed option contract is through May 31, 2018. The contract may be extended for one (1) additional year, subject to mutual agreement by both parties. The Purchasing Office opened formal bids on March 31, 2016.
The Purchasing Office advertised and solicited competitive bids in accordance with the competitive bid section of the City Code (Solicitation RFQ000337). Seventy nine (79) bids were solicited; one (1) bid was received.
The Purchasing Office is recommending award to the overall lowest, responsive, responsible, and best bidder as follows:
Kelly and Askew Inc: CC005616 expires: 03/28/2018 Catalog Award $1.00
Total Estimated Annual Expenditure: $40,000.00
This 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.
Fiscal Impact: Funding to establish this option contract is from the General Fund. City agencies will be required to obtain approval to expend from their own appropriations for their estimated annual expenditures.
Waiver Explanation: A waiver of regulations is being requested as the current City Code does not provide the ability to award due to the requirements of chapter 329.05 competitive sealed bidding. Kelly and Askew did not submit manufacturer catalogs as requested in the bid. The purchasing office requested and the vendor has agreed to supply all items available for sale from four manufacturers that provide overhead door parts that City may purchase under the terms of the contract.
30-Day Designation: This ordinance is being submitted as emergency legislation as there is no current contract to purchase Overhead Door Parts and there is an immediate need to contract with the companies named herein to quickly and efficiently procure goods.
Title
To authorize the Finance & Management Director to enter into one (1) Universal Term Contract for the option to purchase Overhead Door Parts with Kelly and Askew; to authorize the expenditure of one (1) dollar to establish the contract from the General Fund ($1.00); to waive the competitive bidding provisions of Chapter 329 of the City Code, and to declare an emergency.
Body
WHEREAS, overhead door parts are used to maintain facilities and meet other needs by various City Agencies; and
WHEREAS, the Purchasing Office advertised and solicited formal bids on March 31, 2016 and selected Kelly and Askew as the lowest, responsive, responsible and best bidder; and
WHEREAS, it is in the City's best interest to waive the competitive bidding requirements of Chapter 329 of City Code; 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 contract 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 Department of Finance and Management in that it is immediately necessary to authorize the Director to enter into contract with Kelly and Askew for the option to purchase overhead door parts so various City agency services are not interrupted; 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 to enter into the following contract for an option to purchase Overhead Door Parts through May 31, 2018 with the option to extend for one (1) additional year in accordance with Solicitation RFQ000337.
Kelly and Askew: Catalog Award $1.00
SECTION 2. That the expenditure of $1.00 is hereby authorized in Fund 1000 General Fund in Object Class 02 Materials and Supplies per the account codes in the attachment of this ordinance.
SECTION 3. That the Council finds that it is in the best interest of the City to waive the competitive bidding provisions of Chapter 329 of the Columbus City Codes to permit the aforementioned purchase.
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.