Explanation
BACKGROUND: This ordinance is for the option to purchase Furnishings, Fixtures, and Equipment for use in the newly renovated building at 120 West Gay Street. The newly renovated building will house various City agencies. This ordinance will provide for the purchase of needed chairs, desks, tables, and other items. The term of the proposed option contract is through December 31, 2013. The City will make a large order of slightly over $1 million to furnish the building. Universal Term Contracts are being created so that the City will have the flexibility to order those unforseen items needed in the first year. The anticipated expenditure on these items is expected to be negligible. The contracts may be extended for one (1) additional year, subject to mutual agreement by both parties. The Purchasing Office opened formal bids on June 21, 2012. Services required include procurement, scheduling, delivery, and installation of new furnishings.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 Solicitation SA004428; 164 bids were solicited (MBE:5; FBE:8); Five (5) bids were received (MBE:0; FBE:1). The contract(s) will provide the City the ability to purchase furnishings for the offices at 120 West Gay Street on an as needed basis.
The Purchasing Office is recommending award of contracts to the lowest, responsive, responsible and best bidders as follows (each vendor was awarded different categories of the bid):
King Business Interiors - (FBE): CC#311624533- expires: 3/29/2014
OfficeMax Incorporated dba OMWorkspace: CC# 820100960 - expires: 4/8/2013
O'Reilly Office, LLC: CC#271649413 - expires 2/28/2013
Total Estimated Annual Expenditure: $1,000,000.00
These companies are not debarred according to the Federal Excluded Parties Listing or the State Auditor's Findings For Recovery Database.
This ordinance is being submitted as an emergency because, without emergency action, the delivery of needed items to finish the 120 West Gay Street renovation project could be delayed, thereby negatively impacting the anticipated opening date of the new building.
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 the Finance and Management Director to enter into three (3) UTC contracts for the option to purchase Furnishings for 120 West Gay Street with King Business Interiors, OfficeMax Inc. dba OM Workspace, and O'Reilly Office, LLC; to authorize the expenditure of three (3) dollars to establish the contract from the Mail, Print Services and UTC Fund; and to declare an emergency. ($3.00)
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids on June 21, 2012 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, It is necessary to enter into contracts to provide for the option to purchase Furnishings for 120 West Gay Street; and
WHEREAS, an emergency exists in the usual daily operation of the Purchasing Office in that it is immediately necessary to enter into three (3) contracts for an option to purchase Furnishings for 120 West Gay Street 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 contracts for an option to purchase Furnishings for 120 West Gay Street through December 31, 2013 with the option to extend for one (1) additional year in accordance with Solicitation SA004428;
The Purchasing Office is recommending award of a contract to the lowest, responsive, responsible and best bidder as follows:
King Business Interiors - Items 1-18B, 19-69, and 79-110 ($1.00);
OfficeMax Inc. dba OM Workspace - Items 70-74 ($1.00);
O'Reilly Office, LLC - Items 75-78 ($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: 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.