Explanation
BACKGROUND: This ordinance is for the option to purchase Linen Rental Services for the Fire Division. These services are necessary in order to pick up and deliver clean bed linens, bath towels, wash clothes, and dish towels for the various Fire Houses throughout the City. The proposed contract will be in effect from the date of execution by the City to and including September 30, 2016. The contract may be extended for two (2) additional one (1) year periods, or a portion thereof, subject to mutual agreement by both parties. The Purchasing Office opened formal bids on August 28, 2014.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation SA005557). Thirty (30) bids were solicited (M1A: 2; F1: 0). One (1) bid was received.
The Purchasing Office is recommending award of the contract to the overall lowest, responsive, responsible and best bidder:
Buckeye Linen Service, Inc., CC#310999310; Expires 8/27/2016
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 the current contract for rental of linen will expire on September 30, 2014. Without emergency action, no less than 37 days will be added to this procurement cycle and the ability to provide needed linen for various fire houses will be slowed.
FISCAL IMPACT: Funding to establish this option contract is from the General Fund. The Fire Division 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 contract for the option to purchase Fire Linen Rental Services with Buckeye Linen Service, Inc.; to authorize the expenditure of $1.00 to establish the contract from the General Fund; and to declare an emergency. ($1.00)
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids on August 28, 2014 and selected the overall 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, because the Fire Linen Rental Services are needed to provide clean linen and towels to the various Fire Houses throughout the City, and the current contract expires September 30, 2014, this is being submitted for consideration as an emergency measure; and
WHEREAS, an emergency exists in the usual daily operation of the Fire Division in that it is immediately necessary to enter into a contract for an option to purchase the Fire Linen Rental Services, 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 to enter into the following contract for an option to purchase Fire Linen Rental Services for the Fire Division for the term ending September 30, 2016, with the option to extend the contract for two (2) additional one-year periods if mutually agreed upon, in accordance with Solicitation No. SA005557 as follows:
Buckeye Linen Service, Inc., All items, Amount: $1.00
SECTION 2. That the expenditure of $1.00 is hereby authorized from the General Fund, Organization Level 1: 45-01, Fund 10, OCA: 450047, Object Level 3: 2270 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.