Explanation
BACKGROUND: For the option to purchase Non-Safety Forces Uniforms and Patches for all City agencies. The term of the proposed option contract would be through December 31, 2005 with the option to extend for two additional one-year agreements.
The Purchasing Office solicited 166 vendors for the purchase of non-safety uniforms and patches (SA001069). Of those solicited, 7 had certified MBE status and 7 had certified FBE status. The formal bid opened March 25, 2004. There were six proposals received (MBE:0; FBE:0).
All proposals were deemed non-responsive due to not meeting various specifications including exceeding the required delivery time of 14 days. The Division of Water, the largest uses, requested that SA0001069 be cancelled as it was unsuccessful.
The Purchasing Office previously opened SA000549 that resulted in three contracts, one of which expires on May 31, 2004. Since time is of the essence, the Division of Water is requesting that the proposal from Cintas Corporation submitted on March 25, 2004 be reconsidered on an informal basis and a contract established as they are the lowest responsible and best bid with a delivery time of 15 days.
Cintas Corporation offered the lowest total cost when taking the overall cost of the completed uniform into consideration (ie, the cost of patches and application of them, stenciling). Cintas Corporation also offered a more complete line of the requested uniforms reducing the need for additional bids (formally or informally) through December 31, 2005.
The Purchasing Office is recommending award of a contract to the Cintas Corporation, MAJ, CC#31-1703809
Estimated Annual Expenditure: $175,000.00
The company is not debarred according to the Excluded Party Listing System of the Federal Government. The company is not on the State of Ohio Auditor 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 Purchasing Contract Account. All 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 Director to enter into a contract for an option to purchase Non-Safety Forces Uniforms and Patches, with Cintas Corporaton, to authorize the expenditure of one dollar to establish the contract from the Purchasing/Contract Operation 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 25, 2004 and received six bid responses that were all deemed non-responsive; and
WHEREAS, time is of the essence to provide uniforms for City employees as one of the current contracts expires on May 31st 2004; and
WHEREAS, Pursuant to the Utilities Department, Water Division request, the Purchasing Office cancelled the bid action from March 25, 2004 and reconsidered the lowest overall responsible and best bid from Cintas Corporation on an informal basis; and
WHEREAS, in order to avoid a lapse in the ability to provide Non-Safety Forces Uniforms and Patches, this is being submitted for approval as an emergency measure; and
WHEREAS, an emergency exists in the usual daily operation of the Purchasing Office in that it is immediately necessary to enter into a contract for an option to purchase Non-Safety Forces Uniforms and Patches, 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 a contract for an option to purchase Non-Safety Forces Uniforms and Patches in accordance with Solicitation No. SA001069 as follows: Cintas Corporation, Item(s): 1-35, 37-60, and 72-77. No award will be made on items 36, and 61 through 71.
SECTION 2. That the expenditure of $1.00 is hereby authorized from Purchasing Contract Account, 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 Sections 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.