Explanation
This legislation is to authorize the Finance and Management Director to modify and extend a contract with Roy Tailors Uniform Company of Columbus for the purchase of Police uniform apparel, accessories and associated services. FL004338 was established in May 2009 based on a competitive bid process. The contract expires on March 31, 2013 with no options available to extend. The Purchasing Office is requesting that we continue to contract with this supplier, based on the terms of the contract, for a period of time not to exceed six (6) additional months as the Columbus Police Division is developing new specifications and formal bid processes will need to take place. As such, this ordinance also requests the waiving of competitive bidding as the current contract has no provisions to extend beyond 3/31/13.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06, Solicitation number SA003196. One hundred thirty six bids were solicited (M1A; F1 2). One (1) bid was received.
The award went to Roy Tailors Uniform Company of Columbus CC#311261664 (Expires 10/9/2014)
Total Estimated Annual Expenditure: $1,000,000.00
This company is 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, no less than 37 days will be added to the process and the ability to provide essential Police uniform items to will be slowed.
FISCAL IMPACT: Funding to establish this option contract was budgeted in the Mail, Print Services and UTC Fund. The Police Division and other agencies will be required to obtain approval to expend from their own appropriations for their estimated annual expenditures.
Title
To authorize the Finance and Management Director to modify and extend the UTC type contract (FL004338) for the option to purchase Police Uniforms, accessories and associated services with Roy Tailors Uniform Company of Columbus; to waive the competitive bidding provisions of the Columbus City Codes; and to declare an emergency.
Body
WHEREAS, the Columbus Division of Police and a few other City agencies have the continuing need to purchase uniform apparel, accessories and associated services to provide police officers and security personnel with necessary items necessary in performing their job duties; and
WHEREAS, a contract was established with Roy Tailors Uniform Company of Columbus as a result of a formal competitive bid process in 2009 that expires on March 31, 2013 with no provisions for further extension; and
WHEREAS, the Division of Police is developing new bid specfications and there is insufficient time to conduct formal competitive bidding without a lapse in providing necessary apparel, accessories and associated services to Police Officers and security personnel in the City; and
WHEREAS, extension of the current contract for a period of time not to exceed six (6) months will conveniently allow continued outfitting and protection to Police officers and security personnel until a new contract or contracts are established; and
WHEREAS, it is necessary to waive provisions of the Columbus City Codes in order to continue to contract with Roy Tailors Uniform Company of Columbus for our Police Uniform needs; and
WHEREAS, an emergency exists in the usual daily operations of the Division of Police and other City agencies that utilize this contract and it is essential to extend this contract to insure uniterrupted supplies and services, 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 is hereby authorized to modify and extend the UTC type contract (FL004338) with Roy Tailors Uniform Company of Columbus for a period of time not to exceed six (6) months as being in the best interest of the City.
SECTION 2. That in accordance with Section 329.27 of the Columbus City Code, this Council finds that the best interest of the City is served by waiving as their was no contract provisions for further extensions beyond 3/31/2013.
SECTION 3. That for the reasons stated in the preamble hereto, 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.