Explanation
BACKGROUND: For the option to establish two (2) Universal Term Contracts to purchase Rental of Portable Toilets for the Division of Recreation and Parks Maintenance, the largest user, and various City of Columbus agencies. The term of the proposed option contracts would be two (2) years expiring March 31, 2013, with the option to renew for one (1) additional year subject to mutual agreement by both parties. The Purchasing Office opened formal bids on January 13, 2011.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06, Solicitation SA003788. Six (6) bids were solicited (F1-0; MIA-1). The solicitation consists of several types/configurations of portable toilets with maintenance and cleaning services. Language was included in the solicitation to allow for both primary and secondary awards. Six (6) bids were received. One (1) Vendor (FeeCorp Corporation) withdrew their bid on January 25, 2011. The Purchasing Office is recommending award(s) to the lowest, responsive, responsible and best bidders, as follows:
Pro Kleen Industrial Services (dba: Porta Kleen), primary award on Items 3A, 3B, 3C, 3D, 4A, 4B, 4C, 4D, 6A, 6B, 7A, 7B, and 7C; secondary award on Items 1A, 1B, 1C, 1D, 2A, 2B, 2C, 2D, 5A, 5B, and 5C. CC#31-1428980 (Expires 01/03/2013); $1.00
Rumpke of Ohio, Inc., primary award on Items 1A, 1B, 1C, 1D, 2A, 2B, 2C, 2D, 5A, 5B, and 5C. CC#31-1617611 (Expires 01/25/2012); $1.00
Total Estimated Annual Expenditure: $60,000.00, various agencies. The Division of Recreation and Parks Maintenance is the largest user.
The companies are not debarred according to the Federal Excluded Parties Listing or the State Auditor's Findings For Recover Database.
This ordinance is being submitted as an emergency because, without emergency action, the availability of these Portable Toilets would be slowed, causing the Recreation and Parks Department not to have this necessary equipment in March. Legislation was presented earlier in order to avoid an emergency, but it had to pulled when a bidder pulled its bid late in the process.
FISCAL IMPACT: Funding to establish these option contracts is budgeted from the Mail, Print Services and UTC Fund. The Division of Recreation and Parks Maintenance and all other City Agencies will be required to obtain approval to expend from their own appropriations for the estimated annual expenditures.
Title
To authorize and direct the Finance & Management Director to enter into two (2) contracts for the option to purchase Rental of Portable Toilets with Pro Kleen Industrial Services, Inc. (dba: Porta Kleen) and Rumpke of Ohio, Inc., to authorize the expenditure of $2.00 to establish contracts 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 13, 2011 and selected the lowest, responsive, responsible and best bidders; and
WHEREAS, this ordinance addresses Purchasing objectives 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 effectively maintain their supply chain and service to the public; and
WHEREAS, there is a need for the Rental of Portable Toilets utilized for the outdoor sports season by the Recreation and Parks Maintenance Division and various City Agencies, this is being submitted for consideration as an emergency measure; and
WHEREAS, an emergency exists in the usual daily operation of various City Agencies in that it is immediately necessary to enter into a contract for the option to rent Portable Toilets, thereby ensuring that the Recreation and Parks Department has these necessary items in March, 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 & Management Director be and is hereby authorized and directed to enter into the following contracts for the option to purchase Rental of Portable Toilets for a period of two (2) years, expiring March 31, 2013, with the option to renew for one (1) additional year, upon the mutual agreement of both parties, in accordance with Solicitation No. SA003788, as follows:
Pro Kleen Industrial Services, Inc. (dba: Porta Kleen): primary award on Items 3A, 3B, 3C, 3D, 4A, 4B, 4C, 4D, 6A, 6B, 7A, 7B, and 7C; secondary award on Items 1A, 1B, 1C, 1D, 2A, 2B, 2C, 2D, 5A, 5B, and 5C; $1.00
Rumpke of Ohio, Inc.: primary award on Items #1A, 1B, 1C, 1D, 2A, 2B, 2C, 2D, 5A, 5B, and 5C; $1.00
SECTION 2: That the expenditure of $2.00 is hereby authorized from Mail, Print Services and UTC Fund, Organizational 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 party 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.