Explanation
BACKGROUND: For the option to purchase Sanitary Paper Products for the Division of Water, the largest user, and for other City agencies as needed. The term of the proposal option contract would be approximately three years. Contract is through September 30, 2007. The Purchasing Office opened formal bids on July 22, 2004.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation No. SA 001212). Bids solicited: 127: (MAJ: 106, MBE: 17, and FBE:1). Bids received: 10 (MAJ: 9, and MBE: 1).
The Purchasing Office is recommending award of contracts to the lowest, responsive, responsible and best bidders as follows:
Cottingham, MAJ, CC# 311133515, Items: 1A, 1B, and 1C, for estimated expenditures of $12,100.69.
Heinrich Paper Co., Inc., MAJ, CC#310998191, Items: 2A, 2B, 2C, 3A, 3B, 3C, 4A, 4B, 6A, 6B, 6C, and 9 for estimated expenditures of $47,375.93.
Clark Product, Inc., MAJ, CC# 362818616, Items 5A, 5B, 5C, and 5D for estimated expenditures of $28,881.45.
Xpedx, MAJ, CC# 130872805, Item: 7 for estimated expenditures of $1,186.22.
HP Products, MAJ, CC#351116846, Item: 8 for estimated expenditures of $4,886.00.
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 listed with the Auditor of State for unresolved findings.
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 Sanitary Paper Products with Cottingham, Heinrich Paper Co., Clark Product, Inc., Xpedx, and HP Products to authorize the expenditure of $5.00 to establish the 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 July 22, 2004, 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 establish a supply matrix as soon as possible for these needed supplies/services, this is being submitted for consideration as an emergency measure; and now therefore
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 Sanitary Paper Products, 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 Sanitary Paper Products in accordance with Solicitation No. SA 001212 as follows:
Cottingham., for Items: 1A, 1B, and 1C, Amount: $1.00
Heinrich Paper Co. for Items: 2A, 2B, 2C, 3A, 3B, 3C, 4A, 4B, 6A, 6B, 6C, and 9, Amount: $1.00
Clark Products, Inc., for Items: 5A, 5B, 5C, and 5D, Amount: $1.00
Xpedx, for Item: 7, Amount: $1.00
HP Products, for Item: 8, Amount: $1.00
SECTION 2. That the expenditure of $ 5.00 is hereby authorized from Purchasing Contract Account, Organization Level 1: 45-01, Fund: 05-517, 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. That this Ordinance shall take effect and be in force from and after the earliest period allowed by law.