Explanation
Background: This ordinance authorizes the Finance and Management Director to enter into an agreement for the option to establish one (1) UTC contract for Overhead Door Maintenance and Repairs to be used primarily by Facilities Management Division, Fleet Management Division and Department of Public Utilities. The term of the proposed option contract is through October 31, 2017. The contract may be extended for one (1) additional year, subject to mutual agreement by both parties. The Purchasing Office opened formal bids on August 27, 2015.
The Purchasing Office advertised and solicited competitive bids in accordance with the competitive bid section of the City Code (Solicitation SA005973). Eighty four (84) bids were solicited (M1A:8; F1:1) Three (3) bids were received (MAJ:3).
The Purchasing Office is recommending award to the overall lowest, responsive, responsible, and best bidder as follows:
Pad Door Systems: CC# 311546098 expires: 01/23/2017, Lines Items 1-7, $1.00
Total Estimated Annual Expenditure: $300,000.00
This 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: Funding to establish this option contract is from the General Fund. City agencies will be required to obtain approval to expend from their own appropriations for their estimated annual expenditures.
Emergency Designation: This ordinance is being submitted as an emergency as the current contract is set to expire on 10/31/2015. Emergency legislation is necessary to avoid any lapse in contract coverage that may result in inefficient delivery of maintenance services provided by city agencies.
Title
To authorize the Finance & Management Director to enter into one (1) UTC contract for the option to purchase Overhead Door Maintenance and Repairs with Pad Door Systems, to authorize the expenditure of one (1) dollar to establish the contract from the General Fund; and to declare an emergency. ($1.00)
Body
WHEREAS, Overhead Door Maintenance and Repairs are necessary to maintain facilities of various City Agencies; and
WHEREAS, the Purchasing Office advertised and solicited formal bids on August 27, 2015 and selected the lowest, responsive, responsible and best bidder; 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 contract for City agencies to efficiently maintain their supply chain and service to the public; and
WHEREAS, in order to avoid lapse in contract coverage for the purchase of Overhead Door Maintenance and Repairs, this is being submitted for consideration as an emergency measure; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Finance and Management in that it is immediately necessary to enter into contract for the option to purchase Overhead Door Maintenance and Repairs so various City agency services are not interrupted; 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 following contract for an option to purchase Overhead Door Maintenance and Repairs through October 31, 2017 with the option to extend for one (1) additional year in accordance with Solicitation SA005973;
The Purchasing Office is recommending award of a contract to the lowest, responsive, responsible and best bidder as follows:
Pad Door Systems: Line Items 1-7, $1.00
SECTION 2. That the expenditure of $1.00 is hereby authorized from the General Fund, Organization Level: 45-01, Fund 10, OCA: 450047, Object Level 3: 2270 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.