Explanation
BACKGROUND: For the option to purchase Office Chairs for the Purchasing Office. The term of the proposed option contracts will be three years.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation No. SA000448HJB). One hundred thirteen (MAJ:100, MBE:9, FBE:4) bids solicited; eight (MAJ:6, FBE:2) bids received.
The Purchasing Office is recommending award of contracts to the low bidders:
Thomas W. Ruff & Company, MAJ, CC#31-4413101, 1,369.36
Office Depot, MAJ, CC#59-2663954, $20,697.30
Boise Workspace, MAJ, CC#82-0477390, $7,035.69
Continental Office Environments, MAJ, CC#31-4413238, $18,491.06
King Business Interiors, Inc., FBE: CC#31-1624533, $7,639.50
Total Estimated Annual Expenditure: $55,232.91
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 these option contracts is budgeted in the Purchasing Contract Account. Each agency will be required to obtain approval to expend from their own appropriations for their estimated annual expenditures.
Title
To authorize and direct the Finance Director to enter into five contracts for an option to purchase Office Chairs, with Thomas W. Ruff & Company, Office Depot, Boise Workspace, Continental Office Environments, King Business Interiors, Inc., to authorize the expenditure of five dollars to establish contracts from the Purchasing/Contract Operation Fund, and to declare an emergency. ($5.00)
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids on June 5, 2003 and selected the lowest bids; 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 Purchasing Office in that it is immediately necessary to enter into five contracts for an option to purchase Office Chairs, 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 Director be and is hereby authorized and directed to enter into five contracts for an option to purchase Office Chairs in accordance with Solicitation No. SA000448HJB as follows:
Thomas W. Ruff & Company, Item(s): 18A and 21A, Amount: $1.00
Office Depot, Item(s): 2A, 2B, 10A-10E, Amount: $1.00
Boise Workspace, Item(s): 3A, 3B, 4A, 4E, 7A-7E, 9A, 9C, 9D, 13A-13D, 14A-14D, 16A-16D, 17A-17D and 22(for their chairs only), Amount: $1.00
Continental Office Environments, Item(s): 5A, 5D, 5E, 8A, 19, 20A-20C, Amount: $1.00
King Business Interiors, Inc., Item(s): 1A-1E, 6A-6E and 12A-12C, Amount: $1.00
SECTION 2. That the expenditure of $5.00 is hereby authorized from Purchasing Contract Account, Organization Level 1: 45-01, Fund: 05-516, Object Level 3: 2270, OCA: 451120, to pay the cost thereof.
SECTION 3. 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.