Explanation
BACKGROUND: For the option to purchase Hi-Visibility Reflective & Flame Resistant Apparel for the Public Utilities Department, in order to provide protection to Public Utility employees exposed to dangerous situations during their daily employment and to comply with the Public Utilities Uniform Policy. The term of the proposed option contracts would be two (2) years, with the option to extend the contracts for one additional one-year period, if mutually agreed upon. The Contracts are through June 30, 2012. The Purchasing Office opened formal bids on June 24, 2010.
Originally, the Purchasing Office advertised and solicited bids through Solicitation SA003562 (opened May 20, 2010). Three bids were received, all of which were deemed non-responsive.
Subsequently, the Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06, Solicitation SA003629. One-hundred Fifteen (115) bids were solicited (MBR: 2; F1: 2). Five (5) bids were received. The Strong Group was the low bidder on items 9 and 10, but clarified their bid as an "all or none", so they were deemed non-responsive.
The Purchasing Office is recommending award of three contracts to the lowest, responsive, responsible and best bidders:
Reflective Apparel Factory, CC#582558465 (Expires May 19, 2012), Items 1-3 and 6-8; $1.00
Safety Solutions, Inc.., CC#310808325 (Expires June 1, 2012), Items 4 and 5., $1.00
Stroud Safety Apparel, CC#202716997 (Expires ), Items 9 and 10; $1.00.
Total Estimated Annual Expenditure: $30,000.00.
These companies are not debarred according to the Federal Excluded Parties Listing or the State Auditor's Findings For Recovery Database.
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 this option contract is budgeted in the Mail, Print Services and UTC Fund. City Agencies will be required to obtain approval to expend from their own appropriations for their estimated annual expenditures.
Title
To authorize and direct the Finance & Management Director to enter into three contracts for the option to purchase High Visibility Reflective & Flame Resistant Apparel with Reflective Apparel Factory, Inc., Safety Solutions, Inc., and Stroud Safety Apparel, to authorize the expenditure of three (3) dollars to establish the contracts from the Mail, Print Services and UTC Fund; and to declare an emergency.
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids on June 24, 2010 and selected the lowest, responsive, responsible and best bids; and
WHEREAS, this ordinance addresses Purchasing objective 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, because the High-Visibility Reflective & Flame Resistant Apparel is used to outfit and protect certain Public Utility Department employees and this is was a rebid of a previous solicitation in which there were no responsive bidders, this is being submitted for consideration as an emergency measure; and
WHEREAS, an emergency exists in the usual daily operation of the Public Utilities Department in that it is immediately necessary to enter into a contract for an option to purchase the High-Visibility Reflective & Flame Resistant Apparel, 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 an option to purchase High-Visibility Reflective & Flame Resistant Apparel for the Public Utilities Department for the term ending June 30, 2012, with the option to extend the contract for one (1) additional one-year period if mutually agreed upon, in accordance with Solicitation No. SA003629 as follows:
Reflective Apparel Factory, Inc., Items 1-3 and 6-8; $1.00
Safety Solutions, Inc., Items 4 and 5; $1.00
Stroud Safety Apparel, Items 9 and 10; $1.00
SECTION 2. That the expenditure of $3.00 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 3.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 10 days after its passage if the Mayor neither approves nor vetoes the same. That this ordinance shall take effect and be in force from and after the earliest period allowed by law.