Explanation
BACKGROUND: For the option to purchase Overhead Door Maintenance and Repair on an as needed basis for various City departments. These maintenance and repairs are necessary to maintain the operations of various City locations. To insure uninterrupted service to all agencies, awards would be made on a Primary and Secondary basis. The term of the proposed option contracts would be two (2) years, expiring October 31, 2012 with the option to renew for one (1) additional year, if mutually agreed upon. The Purchasing Office opened formal bids on August 19, 2010.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation No. SA003657. Fifty (50) bids were solicited: (M1A-4). Four (4) bids were received. The Purchasing Office is recommending award to the lowest, responsive, responsible and best bidders as follows:
McKee Door Sales of Columbus, Inc, CC#310938541 (expires 8-6-2012) Primary Vendor
Graf & Sons, Inc. CC#314373155 (expires 1-16-2011) Secondary Vendor
Total Estimated Annual Expenditure: $100,000.00.
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 this option contract is budgeted in the Mail, Print Services and UTC Fund. The Various Divisions will be required to obtain approval to expend from their own appropriations for their estimated annual expenditures.
Title
To authorize and direct the Finance and Management Department Director to enter into contracts with McKee Door Sales of Columbus, Inc.and Graf and Sons Inc. for the option to purchase Overhead Door Maintenance and Repairs on an as needed basis, to authorize the expenditure of Two 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 19, 2010 and selected the lowest responsive, responsible and best bidders; 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 services to the public; and
WHEREAS, in order to provide necessary maintenance and repairs of Overhead Doors on an as needed basis, this is being submitted for consideration as an emergency measure; and
WHEREAS, an emergency exists in the usual daily operation of the various City agencies in that it is immediately necessary to enter into a contract for the option to purchase maintenance and repairs of Overhead Doors on an as needed basis, 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 and directed to enter into the following contracts for the option to purchase Overhead door Maintenance and Repairs on an as needed basis for the term ending October 31, 2012 with the option to extend for One (1) additional year, if mutually agreed upon, in accordance with SA003657 as follows:
McKee Door Sales of Columbus, Inc. Primary Vendor All Items $1.00
Graf & Sons, Inc. Secondary Vendor All Items $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 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 its passage and approval by the Mayor, or ten days after passage if the Mayor neither approves nor vetoes the same.