Explanation
BACKGROUND: For the option to purchase Sanitary Paper Products. The contracts will provide for the option to purchase paper towels, toilet tissues, paper wipes, and like items for use in City facilities. The term of the proposed option contracts is two (2) years; through October 30, 2012. The contracts may be extended for two (2) additional years, subject to mutual agreement by both parties. The Purchasing Office opened formal bids on May 20, 2010.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 Solicitation SA003566; 65 bids were solicited (MBE:2; FBE:1); Six (6) bids were received (MBE: 0; FBE: 0). This bid seeks 100% recycled paper content for Sanitary Paper Products (toilet tissues, paper towels, and facial tissue) to meet the City's Environmental Code.
The Purchasing Office is recommending award of contracts to the lowest, responsive, responsible and best bidders as follows:
Acorn Distributors: CC# 351386869 (Expires: 9/5/2011)
First Systems, Inc.: CC# 311638372 (Expires: 5/21/2012)
Joshen Paper & Packaging: CC# 341586752 (Expires: 2/24/2012)
Net Pac International, LLC.: CC# 770710916 (Expires: 5/19/2012)
Total Estimated Annual Expenditure: $170,000.00
The companies are not debarred according to the Federal Excluded Parties Listing or the State Auditor's Findings For Recovery Database.
The following suppliers were deemed non-responsive:
Net Pac International LLC, Inc. was low bidder on item# 6 and 9. However, they quoted an alternate paper towel which did not contain the required recycled material content for specified product.
Joshen Paper & Packaging was low bidder on item# 20. However, they quoted an alternate dispenser made of ABS plastic which did not meet product specifications.
Grainger was deemed non-responsive to Section 5.1 - Delivery, as they could not comply with delivery requirements.
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. Agencies will be required to obtain approval to expend from their own appropriation.
Title
To authorize and direct the Finance & Management Director to enter into four (4) UTC contracts for the option to purchase Sanitary Paper Products with Acorn Distributors, First Systems, Inc., Joshen Paper & Packaging, and Net Pac International, LLC, to authorize the expenditure of four (4) dollars to establish the contract from the Mail, Print Services and UTC Fund; and to declare an emergency. ($4.00)
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids on May 20, 2010 and selected the lowest, responsive, responsible and best bids. Six (6) bids were received; 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, It is necessary to enter into contracts for Sanitary Paper Products to provide for the option to purchase paper towels, toilet tissues, paper wipes, and like items for use in City facilities; and
WHEREAS, an emergency exists in the usual daily operation of the Purchasing Office in that it is immediately necessary to enter into four (4) contracts for an option to purchase Sanitary Paper Products to ensure uninterrupted supply of materials, 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 contracts for an option to purchase Sanitary Paper Products through October 30, 2012 with the option to extend for two (2) additional years in accordance with Solicitation SA003566;
Acorn Distributors: Item# 19. ( $1.00)
First Systems, Inc.: Item# 20. ($1.00)
Joshen Paper & Packaging: Item# 1, 2, 3, 5, 6, 8, 9, 10, 11, 12, 13, 14, 15, 16, 17, 22, and 25 - 31. ($1.00)
Net Pac International, LLC: Item# 4, 7, 18, 21, 23, and 24. ($1.00)
SECTION 2. That the expenditure of $4.00 is hereby authorized from Mail, Print Services and UTC Fund, Organization Level 1: 45-01, Fund: 05-517, Object Level 3: 2212, OCA: 451130, 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.