Explanation
BACKGROUND: This ordinance is for the creation of Universal Term Contracts for the option of Rental and Maintenance of Portable Toilets on an as needed basis by various City departments. . The rental of these toilets is to provide the needed facilities for various events and locations where permanent facilities are unavailable. The term of the proposed option contracts would be through March 31, 2015 with the option to extend this contract subject to mutual agreement for One (1) additional year. The Purchasing Office opened formal bids on January 17, 2013.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation No. SA004738). Nine (9) bids were solicited: (M1A-1). Four (4) bids were received.
The Purchasing Office is recommending award to the lowest, responsive, responsible and best bidders as follows:
Pro Kleen Industrial Services Inc. dba Porta Kleen CC#311428980 (expires 1-17-2015)
ABC RestRooms LLC CC#454025929 (expires 9-26-2014)
Total Estimated Annual Expenditure: $85,000.00.
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, 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 Mail, Print Services and UTC Fund. The Various Divisions 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 contract for the option of Rental and Maintenance of Portable Toilets on an as needed basis with Pro Kleen Industrial Services Inc dba Porta Kleen and ABC Restrooms LLC to authorize the expenditure of Two dollars from the Mail, Print Services and UTC Fund, and to declare an emergency. ($2.00)
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids on January 17, 2013 and selected 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 the Rental and Maintenance of Portable Toilets; and
WHEREAS, this Rental and Maintenance of Portable Toilets is necessary to allow for supplying needed facilities at various public events and at locations where permanent facilities are unavailable; and
WHEREAS, the contract will be in effect for two (2) years to and including March 31, 2015, with the option to extend for One (1) additional year subject to mutual agreement of both parties; and
WHEREAS, an emergency exists in the usual daily operation of the various City agencies in that it is immediately necessary to enter into a contract for the Rental and Maintenance of Portable Toilets , so that City operations may continue uninterrupted in an environmentally responsible manner 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 to enter into the following contracts for the option of Rental and Maintenance of Portable Toilets on an as needed basis for the term ending March 31, 2015 with the option to extend subject to mutual agreement for One (1) additional year in accordance with Solicitation No. SA004738 as follows:
Pro Kleen Industrial Services Inc. dba Porta Kleen : Categories 1, 2 and 3: Amount $1.00
ABC RestRooms LLC Categories 4, 5, 6 and 7: Amount $1.00
SECTION 2. That the expenditure of $2.00 is hereby authorized from the Mail, Print Services and UTC Fund, Organization Level 1: 45-01, Fund: 05-517, Object Level 3: 2270, OCA: 451130, to pay the cost thereof.
SECTION 3. That the funds necessary to carry out the purpose of this ordinance are hereby deemed appropriated, and the City Auditor shall establish such accounting codes as necessary.
SECTION 4. 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.