Explanation
BACKGROUND: This ordinance is for the option to establish one (1) Universal Term Contract to purchase Text Books & Training Materials for the Public Safety Department, Division of Fire, the largest user, and various other City agencies and regional partners in cooperative purchasing. The term of the proposed option contract is approximately two (2) years expiring on April 30, 2014 with the option to renew for one (1) additional year subject to mutual agreement by both parties. The Purchasing Office opened bids on January 26, 2012.
The Purchasing Ofice advertised and solicited competitive bids in accordance with Section 329.06 of the Columbus City Code, Solicitation SA004178. One Hundred and Sixty-Five (165) bids were solicited (F1-3; M1A-2; MBR-7). Five companies responded with bids (F1-1; M1A-0; MBR-1). The Purchasing Office is recommending award to the overall lowest, responsive, responsible and best bidder as follows:
John D. Preuer & Associates, Inc. (MBR), Award all items [Items 1 through 34 (34 is catalog listings of additional related materials available at discounted pricing)]
CC# 341808063 (Expires 12/28/2013); $1.00
Total Estimated Annual Expenditure: $200,000.00
The 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, the training of new recruits and continuing education and training for firefighters will be delayed.
FISCAL IMPACT: Funding to establish this option contract is budgeted from the Mail, Print Services and UTC Fund. The Division of Fire and other City Agencies will be required to obtain approval to expend from their own appropriations for the estimated annual expenditures.
Title
To authorize the Finance and Management Director to enter into one (1) contract for the option to purchase Text Books & Training Materials associated with Firefighter and EMS training with John D. Preuer & Associates, Inc.; to authorize the expenditure of $1.00 to establish a contract from the Mail, Print Services and UTC Fund; and to declare an emergency. ($1.00)
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids on January 26, 2012 and selected the lowest, responsive, responsible and best bidder; and
WHEREAS, this ordinance addresses Purchasing objectives 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 effectively maintain their supply chain and service to the public, and 4) providing opportunities for regional cooperative purchasing with other governmental entities; and
WHEREAS, there is an immediate and ongoing need for firefighting and EMS training and associated training materials for the Fire Division and various City agencies, this is being submitted for consideration as an emergency measure; and
WHEREAS, an emergency exists in the usual daily operation of various City agencies in that it is immediately necessary to enter into a contract for Text Books & Training Materials associated with Firefighter and EMS Training, thereby ensuring that the essential materials are available for training, 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 to enter into the following contract for the option to purchase Text Books & Training Materials for firefighter and EMS training for a period of approximately two (2) years, expiring on April 30, 2014, with the option to renew for one (1) additiional year, upon mutual agreement of both parties, in accordance with Solicitation SA004178, as follows:
John D. Preuer & Associates, Inc.: Award all items (Items 1 through 34 and attachments); $1.00
SECTION 2: That the expenditure of $1.00 is hereby authorized from the Mail, Print Services and UTC Fund, Organizational 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 party 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.