Explanation
BACKGROUND: To modify and extend the existing city-wide contract for the option to purchase janitorial supplies for all City Agencies for one additional year, thru March 31, 2006. Formal bids were opened by the Purchasing Office on February 6, 2003. The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06. (Proposal No. SA000402BGB). FL001791, with Cleansers, Inc., FL001792, with HP Products, FL001793, with Key-4 Cleaning Supplies, Inc., FL001794, with Willis Distributing, FL001862, with Rose Products & Services, Inc., FL001863, with National paper & Packaging Company were established in accordance with bids received.
1. Amount of additional funds: The estimated annual expenditure for the contract is $160,000. City Agencies must obtain approval to expend from their own budgeted funds for their estimated expenditures.
2. Reason additional needs were not foreseen: The need was foreseen. An extension is provided for in the original contract.
3. Reason other procurement processes not used: Pricing is percentage off catalogs, so the percentage off has been constant for the two years of the contract and agencies are happy with service provided.
4. How cost was determined: The cost, terms and conditions, are in accordance with the original agreement
The companies are not debarred according to the Excluded Party Listing System of the Federal Government.
This companies are not listed with the Auditor of State for unresolved findings.
FISCAL IMPACT: No funding is required to extend the option contracts. City Agencies must set aside their own funding for their estimated expenditures.
Title
To authorize and direct the Finance Director to modify and extend the citywide contract for the option to purchase Janitorial Supplies, with Cleansers, Inc., HP Products, Key-4 Cleaning Supplies, Inc., Willis Distributing; Rose Products & Services, Inc.; and National Paper & Packaging Company.
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids on February 6, 2003, and selected the most responsive, responsible, and best bid; and
WHEREAS, the vendors have agreed to extend FL001791, FL001792, FL001793, FL001794, FL001862, and FL001863 at current prices and conditions to and including March 31, 2006. Pricing will be held at percentage off catalog pricing for the duration of the contract and agencies are satisfied with the service provided, so it is in the best interest of the City to exercise this option; and
WHEREAS, it is necessary to extend FL001791, FL001792, FL001793, FL001794, FL001862, and FL001863 for an option to purchase janitorial supplies 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 modify and extend FL001791, FL001792, FL001793, FL001794, FL001862, and FL001863 with Cleansers, Inc., HP Products, Key-4 Cleaning Supplies, Inc., Willis Distributing; Rose Products & Services, Inc.; and National Paper & Packaging Company for one year. through March 31, 2006.
SECTION 2. That this modification is in accordance with Section 329.16 of the Columbus City Codes.
SECTION 3. This ordinance shall take effect and be in force from and after its passage or by the earliest period allowed by law.