Explanation
BACKGROUND: For the option to purchase Fire Helmets & Accessories for the Fire Division in order to help ensure the safety of Firefighters exposed to dangerous situations during the course of their duties. The term of the proposed option contract would be two (2) years, with the option to extend the contract for two (2) additional one-year periods. The initial term of the contract is through September 30, 2012. The Purchasing Office opened formal bids on June 10, 2010.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06, Solicitation SA003585. One-hundred (100) bids were solicited (MBR: 2; F1: 2). Four (4) bids were received. Two vendors bid the exact helmets as specified, and two bidders bid an alternate manufacturer. The low numeric bidder, The Fire House, bid an alternate helmet that was deemed non-responsive because the eye-shields are not NFPA 1971 certified as required in the bid. In addition, The Fire House was non-responsive because they did not provide pricing for the individual accessories as required on the proposal pages.
The Purchasing Office is recommending award of the contract to the lowest, responsive, responsible and best bidder:
Pro Protection Group, LLC dba Phoenix Safety, CC#412241348 (Expires February 24, 2012), $1.00, All Items.
Total Estimated Annual Expenditure: $60,000.00
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, 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 Mail, Print Services and UTC Fund. 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 & Management Director to enter into contract for the option to purchase Firefighter Helmets & Accessories with Pro Protection Group, LLC; to authorize the expenditure of one (1) dollar to establish the 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 June 10, 2010 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 the Firefighter Helmets are used to protect Firefighters exposed to dangerous situations during the course of their daily employment and the Helmets are needed for the current recruit class, 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 Firefighter Helmets, 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 and directed to enter into the following contracts for an option to purchase Firefighter Helmets & Accessories for the Fire Division for the term ending September 30, 2012, with the option to extend the contract for two (2) additional one-year periods if mutually agreed upon, in accordance with Solicitation No. SA003585 as follows:
Pro Protection Group, LLC dba Phoenix Safety, All items, Amount: $1.00
SECTION 2. That the expenditure of $1.00 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.