Explanation
BACKGROUND: This legislation is for the option to establish two (2) UTC contracts for the purchase of Office Chairs for all City agencies. The term of the proposed option contract is through April 30, 2018. The contracts may be extended for one (1) additional year, subject to mutual agreement by both parties. The Purchasing Office opened formal bids on December 17, 2015.
The Purchasing Office advertised and solicited competitive bids in accordance with relevant provisions of the Columbus City Code and Solicitation SA006144; 165 bids were solicited (M1A:9; F1:8); Three (3) bids were received (MAJ:2, F1:1).
The Purchasing Office completed an evaluation on office chairs that were frequently purchased over the past years and identified manufacturers that are preferred for use within City agencies. The bid proposal stated multiple contracts will be awarded. The awarded contracts will provide for the purchase of office chairs of highest quality and standard that is needed to maintain daily operations.
Bidders were requested to quote a discount off the listed prices for each standard published catalog they wish to bid. Bidders were also given an opportunity to quote multiple discounts. FriendsOffice was low bidder on items 1, 2, 4, 5, 6, 7, 12-14 and 22-30. However, supplier was deemed non-responsive to the bid requirements. They didn’t submit the required documents and the supplier didn’t complete the Proposal Page of the bid document which required bidders to list discounts to listed pricing, the name and issue date of the catalog or price list they were bidding.
The Purchasing Office has accepted two (2) proposals from major corporations that provide a wide range of seating that our City agencies are currently purchasing. The proposals are from Continental Office Furniture Corporation and King Business Interiors, Inc Both suppliers submitted required documents and offered a discount percentage off the manufacturer’s list pricing. Continental Office Furniture quoted various discounts. However, they didn’t indicate a discount to be applied to like items and accessories offered. FriendsOffice was low bidder on items listed for the 9 to 5 Seating manufacturer but they did not meet bid requirements. Continental Office Furniture Corporation is the only and most responsive bidder who quoted on chairs manufactured by 9 to 5 Seating and Herman Miller. Without waiving, we can only award the items we received pricing for, which means we could only buy a very limited selection from 9 to 5 Seating and Herman Miller. Continental was the most responsive dealer from which we received an offer that can sell us those items. This supplier is the only authorized dealer of Herman Miller products in Central Ohio. The City has been purchasing Herman Miller seating off the State of Ohio Contract to meet agency needs. A waiver of regulations is being submitted to waive relevant provisions of the Columbus City Code relating to the competitive bidding process, and award a contract to Continental Office Furniture Corporation to allow City agencies to purchase additional seating and accessories within a family of chairs (ex. executive seating, guest seating, managerial seating, stools, etc.) from both preferred manufacturers, at various discounts off listed pricing.
The Purchasing Office is recommending award to the lowest most responsive, responsible and best bidders as follows:
Continental Office Furniture Corporation, CC# 314413238; Expires 9/4/2017
King Business Interiors, Inc., (F1) CC# 31162453; Expires 6/16/2017
Total Estimated Annual Expenditure: $400,000.00
These companies are not debarred according to the Excluded Party Listing System of the Federal Government or prohibited from being awarded a contract according to the Auditor of State Unresolved Findings for Recovery Certified Search.
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 from the General Fund. City Agencies will be required to obtain approval to expend from their own appropriations for their estimated annual expenditures.
Title
To authorize the Finance Management Director to enter into two (2) contracts for the option to purchase Office Chairs with King Business Interiors, Inc. and Continental Office Furniture Corporation; to waive relevant provisions of the Columbus City Code relating to the competitive bidding process; to authorize the expenditure of two (2) dollars to establish the contracts from the General Fund; and to declare an emergency. ($2.00)
Body
WHEREAS, the Purchasing Office solicited proposals for Office Chairs on December 17, 2015 and selected the lowest responsive, responsible and best bidders; and
WHEREAS, this ordinance is being submitted in accordance with the Columbus City Code, to waive relevant provisions relating to competitive sealed bidding.
WHEREAS, this ordinance addresses Purchasing objectives of: 1) maximizing the use of City resources by obtaining optimal products at discounted prices, and 2) encouraging economic development by improving access to City bid opportunities, and 2) providing effective option contracts for City agencies to effectively maintain their supply chain and service to the public; and
WHEREAS, an emergency exists in the daily operations, it is necessary to enter into contracts for the purchase of Office Chairs and various seating of highest quality and standard in order to provide City agencies with products to meet the needs and comfort of personnel in various work environments; and
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 the option to purchase Office Chairs for the term ending April 30, 2018, with the option to extend for one (1) additional year subject to the mutual agreement in accordance with Solicitation No. SA006144 as follows:
Continental Office Furniture Corporation: Items 6, 7: 9 to 5 Seating, 19, 20: Herman Miller, and like items at various discounts listed: $1.00
King Business Interiors, Inc.: Items 1, 2, 4, 5: United Chair, 8-10: Global, 11-15: Hon, 16-18: Allseating, and 21-30: SitOnIt, and like items at the discounts listed: $1.00
SECTION 2: That the expenditure of $2.00 is hereby authorized in Fund 1000 General Fund in Object Class 02 Materials and Supplies per the account codes in the attachment of this ordinance.
SECTION 3. That this Council finds it in the City's best interest to waive the relevant provisions of Chapter 329 of the Columbus City Code relating to competitive bidding;
SECTION 4: That for the reason stated in the preamble hereto, 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 the earliest period allowed by law.