Explanation
BACKGROUND: For the option to purchase Non-Safety Forces Uniforms and Patches for all City agencies. The term of the proposed option contract would be for six months through May 31, 2004. A new formal bid will be forthcoming.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation No. SA000549). One hundred sixty-three (MAJ:150, MBE:7, FBE:6) bids were solicited; four (MAJ:4) bids received. Separate non-waiver legislation is in process for contracts with two respondents who were the lowest responsive, responsible and best bids. Two bids were deemed non-responsive due to missing pages or missing information. ATC Uniforms, Inc.'s proposal was deemed non-responsive because they failed to provide a compelete bid package (including the City's standard terms and conditions), and does not have a local distribution point. Safety Solutions, Inc.'s proposal was deemed non-responsive because the sewing charge was not included in the proposal, however they do have a local distribution point. The Purchasing Office reviewed these bids on an informal basis. Upon negotiation of a sewing charge and a change in the term of the contract to a six month period, the Purchasing Office is recommending award of a contract to the lowest responsible bidder:
Safety Solutions, Inc., MAJ, CC#31-0808325
Estimated Annual Expenditure: $175,000.00
The company is not debarred according to the Excluded Party Listing System of the Federal Government. 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 Contract Account. 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 Director to enter into a contract for an option to purchase Non-Safety Forces Uniforms and Patches, with Safety Solutions, Inc., to authorize the expenditure of one dollar to establish the contract from the Purchasing/Contract Operation Fund, to waive formal competitive bidding requirements, and to declare an emergency. ($1.00)
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids on October 23, 2003; and
WHEREAS, two bids were deemed non-responsive and the City rejected the bids; and
WHEREAS, it is necessary to establish a supply chain for use by all City of Columbus agencies; and
WHEREAS, the Purchasing Office has reconsidered the non-responsive bids on an informal basis; and
WHEREAS, the Purchasing Office has chosen the lowest responsible bidder Safety Solutions, Inc. and has negotiated sewing charges and changed the term of the contract to six months; 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, 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 Non-Safety Forces Uniforms and Patches, 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 Director be and is hereby authorized and directed to enter into a contract for an option to purchase Non-Safety Forces Uniforms and Patches in accordance with Solicitation No. SA000549 as follows: Safety Solutions, Inc., Item(s): 1-18, 20-35, 37-47, 78-79 and 85-86, Amount: $1.00. Separate non-waiver legislation is in process for items awarded but not listed.
SECTION 2. That the expenditure of $1.00 is hereby authorized from Purchasing Contract Account, Organization Level 1: 45-01, Fund: 05-516, Object Level 3: 2270, OCA: 451120, to pay the cost thereof.
SECTION 3. 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 Sections 329.06 (Formal Competitive Bidding) of the Columbus City Code
SECTION 4. 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.