Explanation
BACKGROUND: For the option to purchase Janitorial Supplies for the Department of, the largest user, Public Safety, Fire Division, and for other City agencies as needed. The term of the proposed UTC option contract would be approximately three years. Contract is through March 31, 2009. The Purchasing Office opened formal bids on October 6, 2005.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation No. SA 001763). Bids solicited: 253: (MAJ: 218, MBE: 31, and FBE: 4). Bids received: 16 (MAJ).
The Purchasing Office is recommending award of a contract to the lowest, responsive, responsible and best bidders as follows:
Key-4 Cleaning Supplies, Inc., 311417716: Items No. 1, 4, 5, 6, 7, 10, 11, and 12 Primary Supplier. Item No. 3 Secondary Supplier.
Janisan, 314378081: Item No. 3 Primary Supplier.
Columbus Janitorial Supply Company, Inc., 314443249: Items No. 1, 4, 6, 10, and 11 as Secondary Supplier.
Goss Supply Company, 314378081: Item No. 5 as Secondary Supplier.
No award made on Items 2, 8, and 9.
The companies are not debarred according to the Excluded Party Listing System of the Federal Government.
The companies are not listed with the Auditor of State for unresolved findings.
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.
The following companies were deemed materially non-responsive for reasons stated below:
Janison noted no percentage off on Page 5 of their proposal for the Continental catalog, therefore no offer was made on this catalog.
Corporate Express, Heinrich, Office Depot, and ARS noted no percentage off on Page 5, so no offer was made.
HP items listed on Worksheet pages were not in their catalog, so the percentage off could not be calculated now, or on future orders.
J&P submitted no Price Sheets with their bid, and no pricing in their catalog(s). Price sheets submitted later had no revision dates and no information on how the sheets were to be updated.
SSC's percentage given on Page 5 varied drastically from 10-50% off. Future orders would be hard to tell what percentage was to be given off which product.
Unipak and Clint did not bid 75% or over on any one category.
Friends bid less than 75% on the following items since some products were not acceptable: Item No. 7 bid stock items (were not in their catalog) and Item No. 2 was not in their catalog. Item No. 10 bid stock, 35Mil instead of l mil and 16 micron instead of 24.
FISCAL IMPACT: Funding to establish this option contract is budgeted in the Purchasing Contract Account. 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 a contract for the option to purchase Janitorial Supplies with Key-4 Cleaning Supplies, Inc., Goss Supply Company, Janisan , and Columbus Janitorial Supply Company, Inc., to authorize the expenditure of $4.00 to establish the contract from the Purchasing/Contract Operation Fund, and to declare an emergency. ($4.00).
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids on October 6, 2005, and selected the lowest, responsive, responsible and best bid; 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, these supplies are used to maintain and keep City buildings operational, 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 contracts for Janitorial Supplies in order to establish a consistent, economical supply of products to maintain City facilities; and
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 contract for a UTC option to purchase Janitorial Supplies in accordance with Solicitation No. SA 001763 as follows:
Key-4 Cleaning Supplies, Inc., 311417716, Items No. 1, 4, 5, 6, 7, 10, 11, and 12 as Primary Supplier; Item No. 3 as Secondary Supplier. Amount: $1.00.
Goss Supply Company, 314378081, Items No. 1, 4, 6, 10, and 11 as Secondary Supplier. Amount: $1.00.
Janisan , 760774906, Item No. 3 as Primary Supplier. Amount: $1.00.
Columbus Janitorial Supply Company, Inc., 314443249, Items No. 1, 4, 6, 10, and 11 as Secondary Supplier. Amount: $1.00.
SECTION 2. That the expenditure of $ 4.00 is hereby authorized from Purchasing Contract Account, Organization Level 1: 45-50, Fund: 05-517, Object Level 3: 2270, OCA: 450020, 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.