Explanation
BACKGROUND: This legislation is for the option to establish three (3) UTC contracts for Moving Services to be used by various City agencies. The services will include moving boxes, furniture, office equipment, and general office effects from one location to one or more locations. The term of the proposed option contract is two (2) years, through May 31, 2016. The contracts may be extended for one (1) additional year, subject to mutual agreement by both parties. The Purchasing Office opened formal bids on March 27, 2014.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation No. SA005333). Thirty-nine (39) bids were solicited: (M1A-4, F1-2). Nine (9) bids were received.
Companies/suppliers were to quote not-to-exceed pricing for various services and supplies. The following companies provided the most favorable pricing: Commercial Works, Inc., E.E. Ward Moving & Storage Co., LLC, and Planes Moving & Storage of Columbus Lewis & Michael Storage, Inc.
Multiple contracts are being awarded for Moving Services. The specification stated that no more than three (3) contracts would be awarded to the lowest, responsive, responsible and best bidders. The Contractors will be given opportunities to provide quotes throughout the term of the contract. When moving services are required, all awarded Contractors will receive notification from the City and must submit a quote at the hourly price used as a basis for the contract award, or a lesser price. The lowest, responsive Contractor will be awarded a purchase order to provide those move services. A waiver of regulations is being submitted to award to multiple suppliers and to conduct competitive bids with all three (3) for each move opportunity and award a contract accordingly.
The Purchasing Office is recommending award to the overall lowest, responsive, responsible and best bidders as follows:
Commercial Works, Inc., CC# 310829397; Expires 3/12/2016
E.E. Ward Moving & Storage Co. LLC, CC# 311758323; Expires 3/26/2016 - (M1A)
Planes Moving & Storage of Columbus, CC#311225325; Expires 5/9/2014
Total Estimated Annual Expenditure: $50,000.00
These companies are 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.
This ordinance is being submitted as an emergency because the current contract for Moving Services expired on February 28, 2014.
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.
Title
To authorize the Finance and Management Director to enter into three (3) contracts for the option to purchase Moving Services with Commercial Works, Inc., E.E. Ward Moving & Storage Co. LLC, and Planes Moving & Storage of Columbus Lewis & Michael, Inc.; to waive requirements of 329.06 of the Columbus City Code; to authorize the expenditure of $3.00 to establish the contracts from the General Fund; and to declare an emergency. ($3.00)
Body
WHEREAS, Moving Services are used by various City agencies; and
WHEREAS, the Purchasing Office advertised and solicited formal bids on March 27, 2014 and selected the overall lowest, responsive, responsible and best bidders; and
WHEREAS, this ordinance requests a waiver of requirements in Section 329.06 of the Columbus City Codes; 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, in order to maintain Moving Services, and the contract expired on February 28, 2014, this is being submitted for consideration as an emergency measure; and
WHEREAS, an emergency exists in the usual daily operation of the Purchasing Office in that it is immediately necessary to enter into a contract for the option to purchase Moving Services so moving 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 contracts for the option to purchase Moving Services, in accordance with Solicitation No. SA005333 for a term of approximately two (2) years, expiring March 31, 2016, with the option to renew for one (1) additional year.
Commercial Works, Inc.; Amount: $1.00
E.E. Ward Moving & Storage Co. LLC; Amount: $1.00
Planes Moving & Storage of Columbus Lewis & Michael, Inc.,; Amount: $1.00
SECTION 2. That it is in the City's best interest to waive the competitive bidding requirements of Section 329.06 of the Columbus City Code.
SECTION 3. That the expenditure of $3.00 is hereby authorized from the General Fund, Organization Level 1: 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 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 the earliest period allowed by law.