Explanation
BACKGROUND: For the option to rent Uniforms and Building Maintenance Supplies for Various City Agencies. The term of the proposed option contract would be three years, with the option to extend the contract for one additional three-year extension. The Contract is through May 31, 2012. The Purchasing Office opened formal bids on March 12, 2009.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06, Solicitation SA003203. Seventy (70) bids were solicited (M1A: 1 ). Four (4) bids were received. It is recommended that the City waive the competitive bidding procedure to allow for award of all items to the overall low bidder, Unifirst Corporation. The vendor did not provide identification of the alternate products as required, with their bid. However, awarding all items to the low overall bidder would benefit the City in the form of additional savings.
The Purchasing Office is recommending award of the contract to the lowest, responsive, responsible and best bidder:
Unifirst Corporation, CC#042103460 (Expires March 10, 2011), $1.00, All items.
Total Estimated Annual Expenditure: $150,000.00
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, 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 Mail, Print Services and UTC Fund. Various 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 & Management Director to enter into contract for the option to rent Uniforms and Building Maintenance Supplies with Unifirst Corporation, to authorize expenditure of one (1) dollar to establish the contract from the Mail, Print Services and UTC Fund, to waive formal competitive bidding requirements, and to declare an emergency. ($1.00).
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids on March 12, 2009 and four (4) bids were received; and
WHEREAS, it is necessary to waive formal competitive bidding requirements due to the vendor's failure to provide required documentation with their bid, and award to the low bidder in order to take advantage of savings to the City; 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, because the rental and cleaning of Uniforms is needed to outfit City Employees working in unsanitary conditions and the rental and cleaning of Building Maintenance Supplies are needed to keep City buildings safe and sanitary, this is being submitted for consideration as an emergency measure; and
WHEREAS, an emergency exists in the usual daily operation of the City Agencies in that it is immediately necessary to enter into a contract for an option to rent Uniforms and Building Maintenance Supplies, 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 & Management Director be and is hereby authorized and directed to enter into the following contract for the option to rent Uniforms and Building Maintenance Supplies for the term ending May 31, 2012, with the option to extend the contract for one (1) additional three (3) year period, in accordance with Solicitation No. SA003203 as follows:
Unifirst Corporation, All items: Amount: $1.00
SECTION 2. That the expenditure of $1.00 is hereby authorized from the Mail, Print Services and UTC Fund, Organization Level 1: 45-01, Fund: 05-517, Object Level 3: 2270, OCA: 451130, to pay the cost thereof.
SECTION 3. That in accordance with Section 329.27 of the Columbus City Code, this Council finds the best interest of the City is served by waiving, and does hereby waive Section 329.06 (Formal Competitive Bidding) of the Columbus City Code.
SECTION 4. 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.