Explanation
BACKGROUND: For the option to purchase Winter Wear and Raingear by all City agencies. The term of the proposed option contract is from the date of execution through September 30, 2013 with an option to extend for one (1) additional year. The Purchasing Office opened bids on August 25, 2011.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06, Solicitation SA004073/Citywide Winter Wear and Raingear (UTC). One hundred and thirty-two (132) suppliers were solicited (M1A: 1, F1: 1, MBR: 1 ). One (1) bid was received.
The Purchasing Office is recommending award of the contract to the lowest, responsive, responsible and best bidder:
Safety Solutions, Inc. CC#: 310808325 (Expires June 1, 2012)
Total Estimated Annual Expenditure: $90,000.00
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, there is a potential lapse in this contract that provides important safety equipment to City employees.
FISCAL IMPACT: Funding to establish this option contract is budgeted in the Purchasing UTC Contract Account. City agencies will be required to obtain approval to expend from their own appropriations for their estimated annual expenditures.
Title
To authorize the Finance and Management Director to enter into a contract for the option to purchase Winter Wear and Raingear with Safety Solutions, Inc.; to authorize the expenditure of one (1) dollar to establish the contract from the Mail, Print Services and UTC Account; and to declare an emergency. ($1.00)
Body
WHEREAS, the City requires Winter Wear and Raingear to protect the safety of City employees; and
WHEREAS, the Purchasing Office advertised and solicited formal bids on August 25, 2011 and selected the lowest,responsive, responsible and best bid; and
WHEREAS, this ordinance addresses Purchasing objectives of 1) maximizing the use of City resources by obtaining optimal products/services at low prices and 20 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, because the current contract expires on September 30, 2011 and we want to have a new contract in place upon expiration or soon after, this is being submitted for consideration as an emergency measure; and
WHEREAS, an emergency exists in the usual daily operations of the City in that it is immediately necessary to enter into a contract for the option to purchase Winter Wear and Raingear, 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 and directed to enter into the following contract for an option to purchase Winter Wear and Raingear by all City agencies for the term ending September 30, 2013 with an option to extend for one (1) additional year, in accordance with Solicitation SA004073 as follows:
Safety Solutions, Inc., All Items. Amount: $1.00
SECTION 2. That the expenditure of $1.00 is hereby authorized from the Mail, Print Services and UTC 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.