Explanation
BACKGROUND: This ordinance is for the option to purchase Body Armor and Tactical Gear and Associated Services for the Division of Police. The term of the proposed contracts would be for three (3) years with the option to extent the contract for one (1) additional year. The contract expiration dates to be three (3) years from the contract effective date. The Purchasing Office opened formal bids on August 29, 2013.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 of the Columbus City Code, Solicitation SA005087. One Hundred and six bids were solicited (M1A: 2, F1: 1). Two (2) bid was received.
The Purchasing Office is recommending award of the contract to the lowest, responsive, responsible and best bidders:
Galls RT II, LLC d/b/a Roy Tailors Uniform Company of Columbus CC# 371739988 (Expires 9/16/2015), a wholly owned subsidiary of Galls, LLC. This company acquired Roy Tailors Uniform Company of Columbus, Inc. after the solicitation due date and award. Galls RT II, LLC will assume all rights and obligations and benefits under the solicitation and will then be bound by and honor all terms of the solicitation including quoted prices effective upon the official transaction date of September 24, 2013. Roy Tailors Uniform Company of Columbus, Inc. CC# 311261664 (Expires 10/9/2014) was the original bidder.
Award for Items: 119, 322, 323, 350, 357, 359, 361, 363, 364 and 365. ($1.00)
Vance Outdoors, Inc. CC# 542072038 (Expires 2/8/2014) Award Items: 345, 346, 347, 347A, 347B, 347C, 348, 349, 351, 352, 353, 354, 355, 356, 358, 360, 362, 912, 913,914 & 915 ($1.00)
Total Estimated Annual Expenditure: $235,000.00
These companies are 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 these option contracts is budgeted in the Mail, Print Services and UTC Fund. The Police Division will be required to obtain approval to expend from their own appropriations fot their estimated annual expenditures.
Title
To authorize the Finance and Management Director to enter into contracts for the option to purchase Body Armor and Tactical Gear and Associated Services with Galls RT II, LLC d/b/a Roy Tailors Uniform Company of Columbus formerly Roy Tailors Uniform Company of Columbus and Vance Outdoors, Inc.; to authorize the expenditure of two (2) dollars to establish the contract from the Mail, Print Services and UTC Fund; and to declare an emergency. ($2.00)
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids on August 29, 2013 and selected the lowest, responsive, responsible and best bids; 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 this Body Armor and Tactical Gear and Associated Services is used to outfit and protect the Police Division employees during the course of their daily employment, this is being submitted for consideration as an emergency measure; and
WHEREAS, an emergency exists in the usual daily operation of the Police Division in that it is immediately necessary to enter into a contract for the option to purchase Uniforms, Footwear, Accesssories and associated fitting and tailoring 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 and Management Director be and is hereby authorized to enter into the following contracts for an option to purchase Body Armor and Tactical Gear and Associated Services for a three (3) year term ending three (3) years from the contract effective date with the option to extend the contracts for one (1) additional year, in accordance with Solicitation No. SA005087 as follows:
Galls RT II, LLC d/b/a Roy Tailors Uniform Company of Columbus, Award Items: 119, 322, 323, 350, 357, 359, 361, 363, 364 and 365 , Amount $1.00
Vance Outdoors, Inc., Award Items: 345, 346, 347, 347A, 347B, 347C, 348, 349, 351, 352, 353, 354, 355, 356, 358, 360, 362, 912, 913,914 & 915 ($1.00)
SECTION 2. That the expenditure of $2.00 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 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