Explanation
Background: This ordinance authorizes the Finance and Management Director to enter into agreements to establish two (2) Universal Term Contracts for the option to purchase Ceiling Tile and Suspended Ceiling Systems to be used by various City agencies to perform repairs. The term of the proposed option contract is through April 30, 2018. The contract may be extended for one (1) additional year, subject to mutual agreement by both parties. The Purchasing Office opened formal bids on March 10, 2016.
The Purchasing Office advertised and solicited competitive bids in accordance with the competitive bid section of the City Code (Solicitation RFQ000024). Forty two (42) bids were solicited; three (3) bids were received.
The Purchasing Office is recommending award to the overall lowest, responsive, responsible, and best bidders as follows:
Interior Supply, Inc.: CC48412-164540 expires: 12/08/2017 Lines: 20, 140
Sutherland Lumber Co of Kansas City: CC12776-10029 expires: 11/17/2017 Lines 10, 30-130, 150-170
Total Estimated Annual Expenditure: $15,000.00
These companies are not debarred according to the Excluded Party Listing System of the Federal Government or prohibited from being awarded a contract according to the Auditor of State Unresolved Findings for Recovery Certified Search.
Fiscal Impact: Funding to establish these option contracts is from the General Fund. City agencies will be required to obtain approval to expend from their own appropriations for their estimated annual expenditures.
Waiver Explanation: A waiver of regulations is being requested because Sutherland Lumber Co did not submit manufacturer catalogs as requested in the bid. The purchasing office requested and the vendor has agreed to supply all items available for sale from one major manufacturer that provides ceiling tile and suspended ceiling systems that City may purchase under the terms of the contract.
30-Day Designation: This ordinance is being submitted as 30-day legislation.
Title
To authorize the Finance & Management Director to enter into two (2) Universal Term Contracts for the option to purchase Ceiling Tile and Suspended Ceiling Systems with Interior Supply, Inc., and Sutherland Lumber Co of Kansas City; to authorize the expenditure of two (2) dollars to establish the contracts from the General Fund ($2.00); to waive the competitive bidding provisions of Chapter 329 of the Columbus City Code.
Body
WHEREAS, ceiling tiles and suspended ceiling systems are used to maintain facilities and meet other needs by various City Agencies; and
WHEREAS, the Purchasing Office advertised and solicited formal bids on March 10, 2016 and selected Interior Supply, Inc. and Sutherland Lumber Co of Kansas City as the lowest, responsive, responsible and best bidders; and
WHEREAS, it is in the City's best interest to waive the competitive bidding provisions of Chapter 329 of City Code to enter into the contracts; 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, it has become necessary in the usual daily operation of the Department of Finance and Management to authorize the Director to enter into contracts for ceiling tiles and suspended ceiling systems to maintain its facilities; 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 contracts for the option to purchase Ceiling Tile and Suspended Ceiling Systems through April 30, 2018 with the option to extend for one (1) additional year in accordance with Solicitation RFQ000024;
Interior Supply, Inc.: Lines: 20, 140 $1.00
Sutherland Lumber Co of Kansas City: Lines 10, 30-130, 150-170 $1.00
SECTION 2. That the expenditure of $2.00 is hereby authorized in Fund 1000 General Fund in Object Class 02 Materials and Supplies per the account codes in the attachment of this ordinance.
SECTION 3. That the Council finds that it is in the best interest of the City to waive the competitive bidding provisions of Chapter 329 of the Columbus City Codes to permit the aforementioned purchase.
SECTION 4. This ordinance shall take effect and be in force 30 days after its passage by City Council.