Explanation
This ordinance is to establish an option contract to purchase Uniform Apparel for City of Columbus employees. The contract will provide City employees with a variety of apparel to select from for protection, safety and identification in performing their job duties. The term of the proposed option contract is for two (2) years with March 31, 2015 as the expiration date with an option to extend for one (1) additional year. The Purchasing Office opened formal bids on January 17, 2013.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 of the Columbus City Code; Solicitation SA004745. Three hundred and fifty-two (352) bids were solicited (MBR: 7, M1A: 2, F1: 2, AS1: 3). Three (3) responses were received.
All three (3) bidders were considered non-responsive to the requirements/specifications two (2) of the bidders do not have local facilities with inventory/products and fitting services; however, the third bidder, Cintas Corporation, does have a local facility with inventory and fitting services and they provided pricing for almost all line items but they failed to provide information and pricing on extended and long sizes. Additionally, they did not indicate if they were bidding alternate products and didn't provide pricing for embroidery with their bid submittal. Upon clarification with Cintas Corporation, pricing provided was for the items specified in the solicitation and their brand could be purchased at the same price. Information on extended sizes with pricing and pricing on embroidery has been requested and provided requested from Cintas Corporation as these are important needs for our city-wide uniform contract.
The Purchasing Office recommends consideration of the bids on an informal basis and award of a contract to Cintas Corporation based on a negotiated contract and waive bidding requirements as per 329.27 as being in the City's best interest as there is insufficient time to conduct a new bid process and no indication that a new bid process would provide better results.
Cintas Corporation CC#311703809 (Expires 3/19/2014)
Total Estimated Annual Expenditure: $230,000.00
This company is not debarred according to the Federal Excluded Parties Listing or the State Auditor's Findings For Recovery Database.
This ordinance is being submitted as emergency because without emergency action, no less than 37 days will be added to this procurement cycle, the current contract expires on 2/28/2013 and it is necessary to provide uniform items to City staff for their protection and identification on an ongoing basis.
FISCAL IMPACT: Funding to establish this option contract is budgeted in the Mail, Print Services and UTC Fund. The various agencies will be required to obtain approval to expend from their own appropriatons for their estimated annual expenditures.
Title
To authorize the Finance and Management Director to enter into one (1) UTC contract for the option to purchase City Uniforms with Cintas Corporation, to authorize the expenditure of one (1) dollar to establish the contract from the Mail, Print Services and UTC Fund; to waive competitive bidding provisions of the Columbus City Code and to declare an emergency. ($1.00)
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids on January 17, 2013 and all three (3) bids received were deemed non-responsive to the solicitation; and
WHEREAS, the Purchasing Office recommends consideration of the bids on an informal basis; waiving competitive bidding requirements as allowed under 329.27 and negotiating an agreement with the only bidder (Cintas Corporaton) offering a local facility for fitting/sizing and inventory; and
WHEREAS, Cintas Corporation erred in not providing information and pricing with their bid on extended size apparel, embroidery and identifying alternative products and this information has been provided later upon requestas part of the negotiations; 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 contacts for the use by city agencies and 4) providing cooperative contracting opportunities with other local governmental entities; and
WHEREAS, City Uniforms are necessary for the protection and identification of City employees on an ongoing basis; and
WHEREAS, the contract will be in effect for two (2) years to and including March 31, 2015, with an option to extend for one (1) additional year subject to mutual agreement of both parties; and
WHEREAS, an emergency exists in the usual daily operations of the various City agencies in that it is immediately necessary to enter into a contract for City Uniforms, so that City operations may continue with minimal interruption 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 to enter into the following contract for the option to provide City Uniforms on an as needed basis for the term ending March 31, 2015 with an option to extend for one (1) additional year in accordance with a negotiated contract based on solicitation SA004745 as follows:
Cintas Corporation: Award all items Amount $1.00
SECTION 2: That City Council has determined that it is in the best interest of rthe City of Columbus that the formal competitive bidding requirements of the City Code be and are hereby waived for establishing an option contract with Cintas Corporation for the purchase of City Uniforms.
SECTION 3. 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 4. That the funds necessary to carry out the purpose of this ordinance are hereby deemed appropriated, and the City Auditor shall establish such accounting codes as necessary.
SECTION 5. That for the reasons 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.