Explanation
BACKGROUND: For the option to purchase folding tables and chairs for the Department of Recreation and Parks, the largest user, and for other City agencies as needed. The term of the proposed option contract would be through December 31, 2007. The Purchasing Office opened formal bids on January 20, 2005.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation No. SA001389). Bids solicited: 77: (MAJ: 66, MBE: 10, and FBE:1). Bids received: 12 (MAJ: 11) (F1: 1).
The Purchasing Office is recommending award of contracts to the lowest, responsive, responsible and best bidders as follows:
Item No. 1, 3, 6, 7, 8, 9, 10, 11, 12, and 13 to Mity Lite, Inc. for estimated expenditures of $54,375.00. Mity Lite, Inc. Contract Compliance # 87-0652595.
Items No. 2 and 4 to Office City Express for estimated expenditures of $2,639.00. Office City Express Contract Compliance #35-1903352.
Items 5 and 14 will not be awarded.
Collins and Collins, Capital Equipment, and J.R. Holcomb submitted materially non-responsive bids since Page 3 was not returned. Sico was determined to be materially non-responsive for not signing their bid.
Reasons apparent low bidders did not meet specifications: The chair bid by Global on Item 1 only had a weight capacity of 250 pounds which was not acceptable, specified chair had a capacity of 1,000 pounds. Corporate Interiors bid did not have enough detail on Item 1 to evaluate their bid, and they could not comply with the information needed within the bid deadline. The shell on Global's tables was not acceptable since the shell was not bonded to the wood laminate as specified table was. Alleghney's table was not acceptable since it was not suited to outdoor use, as specified table was; their No. 9 table was unacceptable since it was 33 ½ x 33 ½ and specified table was 36x36. Commercial Concepts' tables were unacceptable since the edge trim was quoted did not meet the specification requirements and the table legs were attached by two screws instead of three.
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.
The companies are not debarred according to the Excluded Party Listing System of the Federal Government.
The companies are not listed in the database for Findings for Recovery maintained by the Auditor of State.
FISCAL IMPACT: Funding to establish these option contracts are budgeted in the Purchasing Contract Account. 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 Director to enter into contracts for the option to purchase folding tables and chairs with Mity-Lite, Inc. and Office City Express, to authorize the expenditure of $2.00 to establish the contracts from the Purchasing/Contract Operation Fund, and to declare an emergency. ($2.00).
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids on January 20, 2005, and selected the most responsive, responsible and best bids; 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 City agencies to efficiently maintain their supply chain and service to the public; and
WHEREAS, in order to complete contracts for folding tables and chairs as quickly as possible to permit the Recreation & Parks Department and other city agencies to procure these items when needed for City-owned facilities, this ordinance is being submitted for consideration 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 contracts for an option to purchase Large Lamps, 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 the following contracts for an option to purchase folding tables and chairs in accordance with Solicitation No. SA001389 as follows:
Item No. 1, 3, 6, 7, 8, 9, 10, 11, 12, and 13 to Mity Lite, Inc., Amount: $1.00.
Items No. 2 and 4 to Office City Express, Amount: $1.00.
No award Items 5, 14
SECTION 2. That the expenditure of $ 2.00 is hereby authorized from Purchasing Contract Account, Organization Level 1: 45-01, Fund: 05-517, Object Level 3: 2270, OCA: 451130, 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.