Explanation
BACKGROUND: For the option to purchase Folding Tables, Chairs and Carts. The term of the proposed option contract would be two (2) years. Contract is through March 31, 2010. The contract may be extended for one (1) additional one year subject to mutual agreement by both parties. The Purchasing Office opened formal bids on November 15, 2007.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 Solicitation SA002640; 28(MAJ:24; FBE:4) bids were solicited; Five (5) (MAJ:5) bids were received.
The Purchasing Office is recommending award of contracts to the lowest, responsive, responsible and best bidders as follows:
Mity-Lite Inc., CC# 311426410 (Expires 11/20/09)
Continental Office Environments, CC# 314413238 (Expires 4/17/08)
Total Estimated Annual Expenditure: $40,000.00
These companies are not debarred according to the Federal Excluded Parties Listing or the State Auditor's Findings For Recovery Database.
Although low bid on item# 6, 7, 8, and 9, the following suppliers were deemed non-responsive to the bid Specifications 3.0 Requirements, Sections 3.2.6 - 3.2.9:
The Charles Ritter Co., OstermanCron, Inc. and Palmer Snyder Furniture Co.
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 UTC Contract Account.
Title
To authorize and direct the Finance & Management Director to enter into two (2) UTC contracts for the option to purchase Folding Tables, Chairs and Carts with Mity-Lite Inc. and Continental Office Environments, to authorize the appropriation and expenditure of two (2) dollars to establish the contracts from the Purchasing UTC Fund, and to declare an emergency. ($2.00).
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids on November 15, 2007 and selected the lowest, responsive, responsible and best bids. Five (5) bids were received; 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, an emergency exists in the usual daily operation of the Purchasing Office in that it is immediately necessary to enter into one (1) contract for an option to purchase Folding Tables, Chairs and Carts to ensure uninterrupted supply of 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 and Management Director be and is hereby authorized and directed to enter into the following contract for an option to purchase Folding Tables, Chairs and Carts with Solicitation SA002640; Contract is through March 31, 2010. The contract may be extended for one (1) additional one year subject to mutual agreement by both parties. as follows:
Mity-Lite Inc.; Awarded Items# 1, 3, and 6-13; Amount, $1.00.
Continental Office Environments; Awarded Items# 2 and 4; Amount, $1.00.
SECTION 2. That the appropriation and expenditure of $2.00 is hereby authorized from Purchasing UTC Account, Organization Level 1: 45-01, Fund: 05-517, Object Level 3: 2140, 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.