Explanation
BACKGROUND: For the option to purchase Office Chairs for all City agencies. The contract will provide the City with a variety of Office Chairs and task stools. The term of the proposed option contract is two (2) years. Contract is through December 31, 2011. The contract may be extended for two (2) additional years subject to agreement by both parties. The Purchasing Office opened formal bids on October 8, 2009.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 Solicitation SA003367; 81(MBE:3; FBE:7) bids were solicited; 8 (MBE: 0; FBE: 1) bids were received.
The Purchasing Office is recommending award of contracts to the lowest, responsive, responsible and best bidders as follows:
Commercial Works, Inc.: CC# 3108293937 (Expires: 11/14/2010)
Continental Office Environments: CC# 314413238 (Expires: 4/11/2010)
King Business Interiors, Inc.: CC# 311624533 (FBE): (Expires: 10/20/2011)
Total Estimated Annual Expenditure: $400,000.00
The companies are not debarred according to the Federal Excluded Parties Listing or the State Auditor's Findings For Recovery Database.
King Business Interiors was deemed non-responsive as follows:
Item 6A: low bidder - quoted an alternate with a back and seat feature which did not meet specification.
Item 7A: low bidder - quoted an alternate mid-back chair not a high-back chair as specified.
Item 18A: 2nd low bidder; quoted an alternate with a back feature which did not meet specification.
Continental Office Environments was deemed non-responsive as follows:
Item 6A: 2nd low bidder but did not submit fabric samples as specified.
Item 7A: 3rd low bidder but did not submit fabric samples as specified.
Commercial Works, Inc. was deemed non-responsive as follows:
Item 7A: 2nd low bidder; quoted an alternate which was tested and the back height did not meet specification.
Item 8A : low bidder; quoted a mid-back chair not a high-back as specified.
Item 12A: low bidder; quoted an alternate which was tested and the back features of the chair were not as specified.
Item 14A: low bidder; quoted a proposed equal but failed to provide a sample chair for evaluation.
Item16A: low bidder; quoted an alternate which was tested and the back height did not meet specification.
Item 18A: low bidder; quoted an alternate with a different back; when tested did not meet specification.
Item19A: low bidder; quoted an alternate but did not provide information to show proposed chair is equal to or of better quality than specified model.
Loth, Inc. was deemed non-responsive to the following items:
Item 12A: 2nd low bidder quoted an alternate with a different back and dimensions; did not meet specification.
Item 15A: low bidder; did not quote the arm option specified.
Item 16A: 2nd low bidder; did not quote the arm option specified.
Item 17A: low bidder; did not submit fabric sample for chair specified.
Nine (9) items on the contract are certified by the Greenguard Environmental Institute which certifies indoor products based on strict chemical emissions criteria. Three (3) items on the contract are certified by the Indoor Advantage Program. Indoor Advantage certifies conformance with LEED-CI criteria. Environmental friendly fabrics are available for 14 chairs.
FISCAL IMPACT: Funding to establish this option contract is budgeted in the Mail, Print Services and UTC Fund. Agencies will be required to obtain approval to expend from their own appropriation.
Title
To authorize and direct the Finance & Management Director to enter into three (3) UTC contracts for the option to purchase Office Chairs with Commercial Works, Inc., Continental Office Environments, and King Business Interiors, Inc., to authorize the expenditure of three (3) dollars to establish the contract from the Mail, Print Services and UTC Fund. ($3.00)
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids on October 8, 2009 and selected the lowest, responsive, responsible and best bids; and
WHEREAS, this ordinance addresses Purchasing objective 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, It is necessary to enter into contracts for Office Chairs in order to provide City agencies with products to meet the needs and comfort of personnel in various work environments; 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 contracts for an option to purchase Office Chairs through December 31, 2011 with the option to extend for two (2) additional years in accordance with Solicitation SA003367; Commercial Works, Inc., Continental Office Environments, and King Business Interiors, Inc. as follows:
Award Recommendation:
Commercial Works, Inc.: Items 6A - 6B, 11A - 11E; Amount: $1.00
Continental Office Environments: Items 1A -1E, 18A -18E, and Item 20 - Fabric Coating; Amount: $1.00
King Business Interiors, Inc. (FBE): Items 2A - 2B, 3A, 4A, 5A - 5B, 8A, 8B, 8D, 9A - 9D, 10A - 10D, 12A - 12E, 13A -13D, 14A -14E, 15A-15E, 16A -16E, 17A, 19A-19E, and 20- Fabric Coating: Amount: $1.00
SECTION 2. That the expenditure of $3.00 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 this ordinance shall take effect and be in force from and after the earliest period allowed by law.