Explanation
BACKGROUND: For the option to purchase Office Papers by City agencies. The term of the proposed option contract would be from the date of contract execution up to and including January 31, 2008 with the option to renew for two additional one year periods on a year for year basis. The Purchasing Office opened formal bids on November 16, 2006.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation No. SA001968). Sixteen (16) bids were solicited (MAJ: 13, M1A: 1, FBE: 2); Two (2) bids were received (MAJ: 2).
The Purchasing Office is recommending award of one contract each (two contracts) to the responsive, responsible and best bidder for specific items:
RIS Paper Company MAJ, CC# 135585947 Expires 11/20/08, Award all items under Item 1 (Recycled Paper), 3, 4 and for half cases.
Sterling Paper Company MAJ , CC#314317038 Expires 5/9/2008, Award all items under Item 2.
Total Estimated Annual Expenditure: $350,000.00
These Companies are not debarred according to the Excluded Parties listing of the Federal Government and are not listed in the Auditor of State database for Findings for Recovery.
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. City Agencies will be required to obtain approval to expend from their own appropriations for their estimated annual expenditures.
Title
To authorize and direct the Finance and Management Director to enter into a contract for the option to purchase Office Papers/UTC with RIS Paper Company and Sterling Paper Company and to authorize the expenditure of one dollar to each company to establish the contracts from the Purchasing/Contract Operation Fund, and to declare an emergency. ($2.00).
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids (SA002233) that opened on November 16, 2006 and two (2) companies responded with RIS Paper Company meeting the bid requirements and offering the lowest prices for all items listed under Item 1 (Recycled Paper), Item 3, Item 4 and for half cartons, and with Sterling Paper Company, meeting the bid requirements and offering the lowest prices for all items listed under Item 2., and
WHEREAS, the Finance and Management Department, Purchasing Office recommends award to the lowest, responsive, responsible and best bidders, 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, in order to ensure that City Agencies can continue to meet their written and printed communication needs without interruption, this is being submitted for consideration as an emergency measure; 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(s) for an option to purchase Office Papers, 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 Office Papers in accordance with Solicitation No. SA00002233 as follows:
RIS paper Company, All items listed under Item 1, Item 3, Item 4, and for half cases, Amount $1.00.
Sterling Paper Company. All items listed under Item 2. Amount $1.00.
SECTION 2. That the expenditure of $2.00 is hereby authorized from Purchasing Contract Account, Organization Level 1: 45-50, Fund: 05-517, Object Level 3: 2270, OCA: 450020, 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.