Explanation
BACKGROUND: This legislation authorizes the Finance and Management Director to establish a Universal Term Contract (UTC) for the option to purchase Janitorial Supplies with Carmen’s Distribution System, Inc. This contract will be used city wide to provide janitorial supplies as needed for the City of Columbus. Janitorial supplies are used to supply mops, brooms, deodorizers, and trash bags that are used throughout City of Columbus facilities. The term of the proposed option contract would be approximately three (3) years, expiring March 31, 2029, with the option to renew for one (1) additional year or portion thereof. The Purchasing Office opened formal bids on January 29, 2026. In addition, the expenditure of $1.00 is hereby authorized from General Budget Reservation BRPO003693.
The Purchasing Office advertised and solicited competitive bids in accordance with the relevant provisions of Chapter 329 relating to competitive bidding (Request for Quotation No. RFQ031902). Seven (7) bids were received.
The Purchasing Office is recommending award to the overall lowest, responsive, responsible and best bidder as follows:
Carmen’s Distribution System, Inc, CC# 005749 expires 6/10/2027, All Items, $1.00
Total Estimated Annual Expenditure: $300,000.00, City wide users.
The Finance and Management Department respectfully requests this legislation be considered an emergency ordinance as the current contract expires June 30, 2026, and a continuous and reliable supply of janitorial supplies are needed for use throughout all City of Columbus Facilities.
The company is not debarred according to the Excluded Party Listing System of the Federal Government or prohibited from being awarded a contract according to the Auditor of State Unresolved Findings for Recovery Certified Search.
FISCAL IMPACT: The expenditure of $1.00 is hereby authorized from General Budget Reservation BRPO003693. City 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 enter into a contract for the option to purchase Janitorial Supplies with Carmen’s Distribution System, Inc.; to authorize the expenditure of $1.00; and to declare an emergency. ($1.00)
Body
WHEREAS, the Janitorial Supplies UTC will provide for the purchase of janitorial supplies used in facilities throughout the City of Columbus; and,
WHEREAS, the Purchasing Office advertised and solicited formal bids which were opened on January 29, 2026, and selected the overall lowest, responsive, responsible and best bidder; and
WHEREAS, an emergency exists in the usual daily operation of the of the City of Columbus to ensure a reliable supply of janitorial supplies are available for use throughout all of the City of Columbus Facilities, in that it is necessary to authorize the Finance and Management Director to immediately enter into a Universal Term Contract for the option to purchase Janitorial Supplies, as the current contract expires June 30, 2026, for the immediate preservation of the public health, 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 enter into the following contract for the option to purchase Janitorial Supplies in accordance with Request for Quotation RFQ031902 for a term of approximately three (3) years, expiring March 31, 2029, with the option to renew for one (1) additional year or portion thereof, as follows:
Carmen’s Distribution System, Inc., All Items, $1.00
SECTION 2. That the expenditure of $1.00 is hereby authorized from General Budget Reservation BRPO003693 of this ordinance 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 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.