Explanation
BACKGROUND: For the option to purchase Fire Protection Equipment Maintenance for Facilities Management Division, the largest user. The term of the proposed option contract would be through December 31, 2007 with the option to extend for one additional year.
The Purchasing Office solicited one hundred (100) vendors for the purchase Fire Protection Equipment Maintenance (SA001553). Of those solicited, six (6) had certified MBE status and none (0) had certified FBE status. The formal bid opened March 3, 2005. There were five proposals received (MBE:0; FBE:0).
All proposals were deemed non-responsive due to not meeting various specifications. The Facilities Management Division requested that SA001553 be cancelled.
The Purchasing Office previously opened SA001033 with no resulting contract. Since two formal bid proposals have yielded unacceptable results and time is of the essence, the Facilities Management Division is requesting that the proposal from Silco Fire Protection be considered on an informal basis and a contract established as they are the lowest responsible and best bid.
Silco Fire Protection offered the lowest overall cost for the various maintenance requests covered by the contract.
The Purchasing Office is recommending award of a contract to the lowest responsible and best bidder:
Silco Fire Protection, MAJ, CC#310620191
Estimated Annual Expenditure: $40,000.00
The company is not debarred according to the Excluded Party Listing System of the Federal Government. 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 Purchasing Contract Account. All 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 and Management Director to enter into a contract for an option to purchase Fire Protection Equipment Maintenance, with Silco Fire Protection, to authorize the expenditure of one dollar to establish the contract from the Purchasing/Contract Operation Fund, to waive formal competitive bidding requirements, and to declare an emergency. ($1.00)
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids on March 3, 2005; and
WHEREAS, all bids were non-responsive and the City rejected the bids and is reconsidering the proposal from Silco Fire Protection on an informal basis; and
WHEREAS, the Purchasing Office selected the lowest responsible and best bid; 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, in order to avoid a lapse in our ability to provide Fire Protection Equipment Maintenance, this is being submitted for approval 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 an option to purchase Fire Protection Equipment Maintenance, 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 and directed to enter into a contract for an option to purchase Fire Protection Equipment Maintenance in accordance with Solicitation No. SA001553 as follows: Silco Fire Protection, Item(s): all items and charges.
SECTION 2. . That the expenditure of $1.00 is hereby authorized from Purchasing Contract Account, Organization Level 1: 45-50, Fund: 05-517, Object Level 3: 2270, OCA: 450020, to pay the cost thereof.
SECTION 3. That in accordance with Section 329.27 of the Columbus City Code, this Council finds the best interest of the City is served by waiving, and does hereby waive Sections 329.06 (Formal Competitive Bidding) 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.