Explanation
BACKGROUND: For the option to purchase Winter Wear and Raingear for City employees. City of Columbus agreements with various unions and employee plans representing the employees for whom items will be purchased under this contract will remain in force. The term of the proposed option contract would be through October 31, 2016 with the option to extend one additional one year period, subject to mutual agreement by both parties, in accordance with formal bid SA005518. The Purchasing Office opened formal bids on August 7, 2014.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation No. SA005518). Two hundred and eight (208) bids were solicited (M1A: 8,: F1:2); One (1) bid was received.
Safety Solutions was the only bidder who responded and they submitted additional terms and conditions. In the best interest of the City, the Purchasing Office negotiated with the company and accepted their revised terms and conditions. Therefore, this company is recommended for award of all items.
An emergency waiver of regulations is being submitted to allow for these revisions to the contract. The Purchasing Office is recommending award of one (1) contract to the only responsible, and best bidder:
Safety Solutions, Inc., CC#310808325, Expires: 6/16/2016
Total Estimated Annual Expenditure: $65,000.00
This company is not debarred according to the Excluded Parties listing of the Federal Government and is not listed in the Auditor of States database for Findings for Recovery.
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 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 contract for the option to purchase Winter Wear and Raingear for city agencies with Safety Solutions, Inc.; to authorize the expenditure of one (1) dollar to establish the contract from the General Fund; to waive the competitive bidding requirements of Chapter 329 of the Columbus City Code; and to declare an emergency. ($1.00)
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids on August 7, 2014 and Safety Solutions, Inc. submitted the only response; and
WHEREAS, this ordinance addresses the 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 all city agencies to efficiently maintain its supply chain and service to the public; and
WHEREAS, in order to ensure Winter Wear and Raingear is supplied to employees throughout the City of Columbus, and to ensure City of Columbus agreements with various unions and employee plans representing the employees for whom items will be purchased under this contract will remain in force, this is being submitted for consideration as an emergency measure; and
WHEREAS, this ordinance requests a waiver of the competitive bidding requirements in Chapter 329 of the Columbus City Code; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Finance, Purchasing Office, and all city agencies in that it is immediately necessary to enter into a contract for an option to purchase Winter Wear and Raingear 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 purchase Winter Wear and Raingear for the term ending October 31, 2016 with the option to extend for one additional one-year period in accordance with Solicitation No. SA005518 as follows:
Safety Solutions, Inc.: All items, catalogs, and discounts listed and as specified: Amount $1.00
SECTION 2. That the expenditure of $1.00 is hereby authorized from the General Fund, Organization Level 1: 45-01, Fund: 10, Object Level 3: 2270, OCA: 450047, to pay the cost thereof.
SECTION 3. That it is in the City's best interest to waive the competitive bidding requirements of Chapter 329 of the Columbus City Code.
SECTION 4. That for the reason 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.