Explanation
BACKGROUND: This ordinance is for the creation a Universal Term Contract for the option to purchase Overhead Door Maintenance and Repair on an as needed basis by the Finance and Management Department for use by the Various Departments throughout the City. These Overhead Door Maintenance and Repairs will be used throughout the City of Columbus to keep the various locations in operating condition. The term of the proposed option contract would be through October 31, 2015 with the option to renew for one (1) additional year subject to mutual agreement of both parties. The Purchasing Office opened formal bids on October 3, 2013 and both bids received were found to be non-responsive.
Bids were evaluated on an informal basis and the lowest numeric bidder submitted additional information to comply with the specifications and remained the lowest bid received.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation No. SA005118). Seventy Two (72) Bids were solicited: (M1A-8, F1-1) Two (2) Bids were received.
Both bidders were considered non-responsive to the requirements/specifications in that one bidder omitted a price for one item on the bid and the other bid prices greatly in excess of those anticipated. The low bidder, McKee Door Sales of Columbus, Inc. met all other requirements of the bid.
The Purchasing Office recommends consideration of the bids on an informal basis and awarding of a contract to McKee Door Sales of Columbus, Inc. on a negotiated basis. The Purchasing Office respectfully requests City Council to waive the bidding requirements of the City Code. This is in the City's best interest as there is insufficient time to conduct a new bid process and no indication that a new bid process would provide better results.
McKee Door Sales of Columbus, Inc. CC#310938547 (expires 6-8-2014)
Total Estimated Annual Expenditure: $100,000.00
This company is 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, the repair of broken or inoperable doors will be delayed and delivery of valuable City services will be slowed. The previous contract for Overhead Door Maintenance and Repairs expires on October 31, 2013.
FISCAL IMPACT: Funding to establish this option contract is budgeted in the Mail, Print Services and UTC Fund. The Various City Agencies will be required to obtain approval to expend from their own appropriations for their estimated annual expenditures.
Title
To authorize the Finance & Management Director to enter into contracts for the option to purchase Overhead Door Maintenance and Repairs on an as needed basis with McKee Door Sales of Columbus, Inc. and to authorize the expenditure of One (1) dollar from the Mail, Print Services and UTC Fund, to waive competitive bidding provisions of the Columbus City Code and to declare an emergency. ($1.00)
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids on October 3, 2013 and both bids received were deemed non-responsive to the solicitation: and
WHEREAS, the Purchasing Office recommends consideration of the bids on an informal basis; waiving competitive bidding requirements as allowed under 329.27 and negotiating an agreement with the lowest bidder (McKee Door Sales of Columbus, Inc.); 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 the purchase of Overhead Door Maintenance and Repairs ; and
WHEREAS, these Overhead Door Maintenance and Repairs are necessary to allow the Various City Agencies to maintain their operations, this is being submitted for consideration as an emergency measure; and
WHEREAS, the contract will be in effect for two (2) years to and including October 31, 2015 with an option to extend for one (1) additional year subject to mutual agreement of both parties; and
WHEREAS, an emergency exists in the usual daily operation of the Various City Agencies, in that it is immediately necessary to enter into contracts for an option to purchase Overhead Door Maintenance and Repairs , 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 an option to purchase Overhead Door Maintenance and Repairs for the term ending October 31, 2015 with the option to extend subject to mutual agreement for One (1) year in accordance with a negotiated contract based on solicitation No. SA005118 as follows:
McKee Door Sales of Columbus, Inc. All Items Amount $1.00
SECTION 2. That in accordance with Section 329.27 of the Columbus City code this Council has determined that it is in the best interest of the City of Columbus that the formal competitive bidding requirements of the City Code be and are hereby waived for establishing and option contract with McKee Door Sales of Columbus, Inc. for the purchase of Overhead Door Maintenance and Repairs.
SECTION 3, That the expenditure of $1.00 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 4. That the funds necessary to carry out the purpose of this ordinance are hereby deemed appropriated, and the City Auditor shall establish such accounting codes as necessary.
SECTION 5. 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.