Explanation
BACKGROUND: For the option to purchase Janitorial Supplies for the Purchasing Office. The term of the proposed option contracts will be two years with an option to renew for one (1) additional year, if mutually agreed.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation No. SA000402BGB). Two hundred twenty-five (MAJ:193, MBE:29, FBE:3) bids solicited; sixteen (MAJ:13, MBE:2, FBE:1) bids received.
The Purchasing Office is recommending award of contracts to the lowest responsive, responsible and best bidders:
National Paper and Packaging, MAJ, CC#34-0966857, $60,000.00
Cleaners, Inc., MAJ, CC#31-1486949, $45,000.00
HP Products, Inc., MAJ, CC#35-1116846, $40,000.00
Key 4 Cleaning Supplies, MAJ, CC#35-1417716, $30,000.00
Willis Distributing, Inc., MAJ, CC#31-1122967, $15,000.00
Rose Products, MAJ, CC#31-4294930, $20,000.00
Total Estimated Annual Expenditure: $210,000.00
Since additional legislation will most likely be necessary for any division to purchase off these option contracts, this ordinance is submitted as an emergency. Without this 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 these option contracts is budgeted in the Purchasing Contract Account. Each agency will be required to obtain approval to expend from their own appropriations for their estimated annual expenditures.
Title
To authorize and direct the Finance Director to enter into six contracts for an option to purchase Janitorial Supplies, with National Paper and Packaging, Cleaners Inc., HP Products, Inc., Key 4 Cleaning Supplies, Willis Distributing, Inc., and Rose Products, to authorize the expenditure of six dollars to establish contracts from the Purchasing/Contract Operation Fund, and to declare an emergency. ($6.00)
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids on February 6, 2003 and selected the lowest responsive, responsible and best bidders; 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 efficiently maintain their supply chain and service to the public; and
WHEREAS, an emergency exists in the usual daily operation of the Purchasing Office in that it is immediately necessary to enter into six contracts for an option to purchase Janitorial 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 Director be and is hereby authorized and directed to enter into six contracts for an option to purchase Janitorial Supplies in accordance with Solicitation No. SA000402BGB as follows:
National Paper and Packaging, Item(s): Group #1, Amount: $1.00
Cleaners Inc., Item: Group #2, Amount: $1.00
HP Products, Inc., Item: Group #3 and #5, Amount: $1.00
Key 4 Cleaning Supplies, Item: Group #4 and #6, Amount: $1.00
Willis Distributing, Inc., Item: Group #7, Amount: $1.00
Rose Products, Item: Group #8, Amount: $1.00
SECTION 2. That the expenditure of $6.00 is hereby authorized from Purchasing Contract Account, Organization Level 1: 45-01, Fund: 05-516, Object Level 3: 2270, OCA: 451120, 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.