Explanation
BACKGROUND: For the option to purchase Fire Uniforms for the Division of Fire, Department of Public Safety. The term of the proposed option contract (UTC) would be up to and including three years from contract commencement date with the option to renew for two additional one year periods. The Purchasing Office opened formal bids on April 20, 2006.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation No. SA001968). Fourteen (14) bids were solicited (MAJ:13, FBE:1); two (MAJ:2) bids were received.
The Purchasing Office is recommending award of one contract to the lowest, responsive, responsible and best bidder:
Roy Tailor Uniform Company of Columbus Inc.; MAJ, CC# 311261664, expires 9/17/06. All items.Total Estimated Annual Expenditure: $850,000.00
This Company is not debarred according to the Excluded Parties listing of the Federal Government and is not listed in the Auditor of State database for Findings for Recovery.
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 this option contract is budgeted in the Universal Term Contract Fund. 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 and Management Director to enter into a contract for the option to purchase Fire Uniforms with Roy Tailor Uniform Company of Columbus, Inc. to authorize the expenditure of one dollar to establish the contract from the Universal Term Contract Fund, and to declare an emergency. ($1.00).
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids on April 20, 2006 and received two responses. Eagle General Services, Inc. provided a bid that was low bid on 47 items; however, the Division of Fire and the Purchasing Office determined the bid was none responsive as Eagle was unable to comply with bid specifications and requirements. As requested, bidders were required to provide samples for evaluation purposes and Eagle General Services was unable to comply with this requirement to provide samples within the established time. The Division of Fire was unable to verify that Eagle General Services is an authorized dealer for two of the manufacturers whose products they bid. Therefore, Roy Tailor Uniform Company of Columbus, Inc is recommended to receive the award for all items.
WHEREAS, the Purchasing Office selected the lowest, responsive, responsible and best bid 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 ensure fire uniforms are supplied without interruption to new recruits and existing Division of Fire men and women firefighters, this 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 a contract(s) for an option to purchase Fire Uniforms, 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 Fire Uniforms in accordance with Solicitation No. SA001968 as follows:
Roy Tailors Company of Columbus, Inc., All Items, Amount $1.00.
SECTION 2. That the expenditure of $1.00 is hereby authorized from the Universal Term Contract Fund, Organization Level 1: 45-50, Fund: 05-517, Object Level 3: 2270, OCA: 450020, 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.