Explanation
BACKGROUND: For the option to purchase Non-Safety Forces Uniforms and Patches for all City agencies. The term of the proposed option contracts will be two years with an option to renew for one (1) additional year if mutually agreed.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation No. SA000549). One hundred sixty-three (MAJ:150, MBE:7, FBE:6) bids solicited; four (MAJ:4) bids received.
The Purchasing Office is recommending award of contracts to the lowest responsive, responsible and best bidders:
Roy Tailors Uniform Company of Columbus, MAJ, CC#31-1261664, $15,000.00
Goodman Uniforms Company, Inc., MAJ, CC#31-1231021, $10,000.00
Total Estimated Annual Expenditure: $25,000.00
Note that for items 19, 36, 48, 49, 52, 67-76, 81, 84, and 85, the apparent low bidder, ATC Uniforms, Inc. of New York, did not return a complete bid package (including the City's standard terms and conditions), does not have a local distribution point (as required) and therefore their bid was deemed non-responsive.
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 these option contracts is budgeted in the Purchasing Contract Account. Each agency will be required to obtain approval to expend from their own appropriations for their estimated annual expenditures.
Title
To authorize and direct the Finance Director to enter into two contracts for an option to purchase Non-Safety Forces Uniforms and Patches, with Roy Tailors Uniform Company of Columbus, and Goodman Uniforms Company, Inc., to authorize the expenditure of two dollars to establish contracts from the Purchasing/Contract Operation Fund, and to declare an emergency. ($2.00)
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids on October 23, 2003 and selected the lowest responsive, responsible and best bids; 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 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 two contracts for an option to purchase Non-Safety Forces Uniforms and Patches, 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 Director be and is hereby authorized and directed to enter into two contracts for an option to purchase Non-Safety Forces Uniforms and Patches in accordance with Solicitation No. SA000549 as follows:
Roy Tailors Uniform Company of Columbus, Item(s): 50-55, Amount: $1.00
Goodman Uniforms Company, Inc., Items: 81-84, Amount: $1.00.
No bids were received and therefore no award will be made for items 56-66, and item 77.
No award is being made as a part of this legislation for items 1-49, 67-76, 78-79, 80, and 85-86 as all of the bids received pursuant to this formal solicitation, on these items were deemed non-responsive.
Because the need is critical, the Finance/Purchasing Office staff conducted informal negotiations with the low, nonresponsive, but responsible bidder for items 1-18, 20-35, 37-47, 78-79, 85, and 86. To establish a contract based on the informal negotiations, the Finance/Purchasing Office prepared a separate ordinance (#2624-2003) to waive formal competitive sealed bids and enter into a contract with Safety Solutions, Inc. for those items.
SECTION 2. That the expenditure of $2.00 is hereby authorized from Purchasing Contract Account, Organization Level 1: 45-01, Fund: 05-516, Object Level 3: 2270, OCA: 451120, 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.