Explanation
BACKGROUND: This ordinance is for the option to establish a Universal Term Contract (UTC) to purchase Fire Uniforms and Supplemental Clothing as needed and to waive competitive bidding requirements.
The Division of Fire prefers to have a supplier provide local facilities with a quartermaster's facilility located in close proximity with adequate free parking to maximize efficiencies in providing uniforms and tailoring services for the Division of Fire. As such, only one company currently can meet Fire's specific preferences. Prior solicitations have resulted in only one company being able to meet the bid specifications; therefore' the Purchasing Office determined that it was in the City's best interest tio negotiate an agreement with the Roy Tailors Uniform Co. of Columbus, the only company able to meet Fire's requested specifications. The City negotiating team consisted of the Procurement Manager, one other employee of the Purchasing Office and three employees of the Division of Fire. The City was able to negotiate favorable pricing to include a discount for quick payments.
The term of the proposed option contract is for two (2) years with the option to renew/extend for an additional one (1) year term. The beginning date of the new contract to be January 1, 2012 or soon thereafter.
The Purchasing Office recommends establishing an option contract with:
Roy Tailors Uniform Co. of Columbus CC# 311261664 Expiration date: 10/01/2012
Total Estimated Annual Expenditure: $600,000.00
This company is not debarred according to the Federal Excluded Parties Listing or the State of Ohio Auditor Findings for Recovery Database.
This ordinance is being submitted as an emergency because, without emergency action there is the potential for a lapse in the availability of Fire Uniforms as the current contract expires on December 31, 2011
FISCAL IMPACT: Funding to establish this option contract is budgeted in the Mail, Print Services and UTC Fund. City agencies will be required to obtain approval to expend from their own appropriations for their estimated annual expenditures.
Title
To authorize and direct the Finance and Management Director to enter into a contract for the option to purchase Fire Uniforms and Supplemental Clothing; to waive the competitive bid requirements of the Columbus City Codes; to authorize the expenditure of one (1) dollar from the Mail, Print Services and UTC Fund; and to declare an emergency. ($1.00)
Body
WHEREAS, the Division of Fire requires a contract for fire uniforms and supplemental clothing; and
WHEREAS, the Purchasing Office determined that it is in the best interest to waive competitive bidding and negotiate an agreement with Roy Tailors Uniform Co. of Columbus for fire uniforms and supplemental clothing, as the only company able to meet the goods and associated services preferences of the Division of Fire at this time; and
WHEREAS, the Finance and Management Department Purchasing Office recommends establishing a contract for the option to purchase fire uniforms and supplemental clothing with Roy Tailors Uniform Co. of Columbus; and
WHEREAS, this ordinance addresses Purchasing objectives of maximizing the use of City resources by obtaining optimal products/services at low prices and providing effective option contracts for City agencies to efficiently maintain their supply chain and service to the public; and
WHEREAS, an emergency exists in the usual daily operation of the Purchasing Office in that it is immediately necessary to enter into a contract(s) for an option to purchase Fire Uniforms and Supplemental Clothing so that the Division of Fire does not suffer a lapse in meeting its needs; 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 a contract for an option to purchase Fire Uniforms and Supplemental Clothing in accordance with a negotiated contract between the City of Columbus and Roy Tailors Uniform Co. of Columbus as per 329.27 of the Columbus City Codes.
Roy Tailors Uniform Co. of Columbus, All items listed and as specified, Amount $1.00
SECTION 2. That the expenditure of $1.00 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 for the reason stated in the preamble here to, which is hereby made a pert 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.