Explanation
BACKGROUND: This legislation authorizes the Finance and Management Director to modify and extend three (3) existing Universal Term Contracts (UTCs) for the option to obtain Janitorial Supplies with Hillyard Inc, Carmens’s Distribution System Inc., and Key 4 Supply Inc. Mops, brooms, deodorizers, trash bags, and related cleaning supplies are used throughout City of Columbus facilities. This modification is necessary to ensure a contract is available so that janitorial products can be purchased as needed for use by the City of Columbus.
These contracts, PO273121 (Hillyard Inc.) and PO273047 (Carmens’s Distribution System Inc.), and PO273049 (Key 4 Supply Inc.) were established in accordance with Request for Quotation RFQ017870 and will expire December 31, 2025. It is in the best interest of the City to modify and extend the contracts for three (3) months through March 31, 2026, allowing sufficient time to establish new contract(s) from the formal bid procurement process.
There are no changes in the type of products being procured. The original contracts were formally bid. The original terms and conditions of the previous contracts remain in effect. These items are needed to guarantee a reliable supply of janitorial materials for use throughout all of the Columbus Facilities to ensure the welfare and safety of the citizens of Columbus. It is in the best interest of the City of Columbus that the contracts be modified and extended through March 31, 2026 to ensure these products are readily available through these suppliers while new contract(s) are established from the formal bid procurement process.
EMERGENCY DESIGNATION: The Finance and Management Department respectfully requests this legislation be considered an emergency because the current contracts expire December 31, 2025 It is in the best interest of the City to extend the contracts for three (3) months through March 31, 2026, allowing sufficient time to establish new contract(s) from the formal bid procurement process, and ensuring a continuous supply of janitorial products are available for use.
FISCAL IMPACT: No additional funding is required to modify and extend the option contracts. The pricing for the products on these contracts remains the same. The City Agencies must set aside their own funding for its estimated expenditures.
Title
To authorize the Director of the Department of Finance and Management to modify and extend three (3) Universal Term Contracts for the option to purchase Janitorial Supplies with Hillyard Inc , Carmens’s Distribution System Inc., and Key 4 Supply Inc., and to declare an emergency. ($0.00)
Body
WHEREAS, the Purchasing Office entered into three (3) Universal Term Contracts for Janitorial Supplies for use by Citywide agencies; and
WHEREAS, it is necessary to modify and extend the existing Universal Term Contracts with Hillyard Inc , Carmens’s Distribution System Inc., and Key 4 Supply Inc. for three (3) months, to and including March 31, 2026; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Finance and Management in that it is immediately necessary to authorize the Finance and Management Director to modify and extend three (3) Universal Term Contracts to maintain a continual supply of janitorial supplies, as the current contracts expire on December 31, 2025, and time will not allow for a formal bid process and new contracts to be established, for the immediate preservation of 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 Director of the Department of Finance and Management is hereby authorized to modify and extend the option contracts to obtain Janitorial Supplies with Hillyard Inc , Carmens’s Distribution System Inc., and Key 4 Supply Inc. for a period of three (3) months, from January 1, 2026 up to and including March 31, 2026.
SECTION 2. That for the reasons stated in the preamble hereto, 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.