Explanation
Background: This ordinance authorizes the Finance and Management Director to enter into an agreement to establish one (1) Universal Term Contract for the option to purchase various air filters to be used by the Columbus Division of Police for the purpose of filtering lead and other airborne particulates through the HVAC systems at the shooting range facilities. The term of the proposed option contract is through October 31, 2018. 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 25, 2016.
The Purchasing Office advertised and solicited competitive bids in accordance with the competitive bid section of the City Code (Solicitation RFQ002307). Forty-six (46) bids were solicited; two (2) bids were received.
The Purchasing Office is recommending award to the overall lowest, responsive, responsible, and best bidder as follows:
Ketchum & Walton Company; CC97616-11572 expires 8/2/2018: All Lines
Total Estimated Annual Expenditure: $50,000
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 emergency legislation as there is no current contract for the purchase of air filters for the purpose of filtering lead and other airborne particulates and there is an immediate need to contract with the company named herein to quickly and efficiently procure the goods.
Title
To authorize the Finance & Management Director to enter into one (1) Universal Term Contract for the option to purchase Air Filters with Ketchum & Walton Company; to authorize the expenditure of one ($1.00) dollar to establish the contract from the General Fund; and to declare an emergency. ($1.00).
Body
WHEREAS, air filters are used by Columbus Division of Police to filter lead and other airborne particulates through the HVAC systems at the shooting range facilities; and
WHEREAS, the Purchasing Office advertised and solicited formal bids on August 25, 2016 and selected Ketchum & Walton Company as 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 contracts for City agencies to efficiently maintain their supply chain and service to the public; 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 Director to enter into contract with Ketchum & Walton Company for the option to purchase air filters so Columbus Division of Police training operations 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 the option to purchase air filters through October 31, 2018 with the option to extend for one (1) additional year in accordance with Solicitation RFQ002307;
Ketchum & Walton Company: All Lines $1.00
SECTION 2. That the expenditure of $1.00 is hereby authorized in Fund 1000 General Fund in Object Class 02 Materials and Supplies per the account codes in the attachment of this ordinance.
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 its passage and approval by the Mayor or ten days after passage if the Mayor neither approves nor vetoes the same.