Explanation
BACKGROUND: For the option to purchase Winter Wear and Raingear for all City agencies. The term of the proposed option contract would be through March 31, 2007 with the option to extend for one additional year.
The Purchasing Office solicited 152 vendors for the purchase of winter wear and raingear (SA001300). Of those solicited, 7 had certified MBE status and 6 had certified FBE status. The formal bid opened October 14, 2004. There were five proposals received (MBE:0; FBE:0).
Bids received from Cintas Corporation and Pro Corr Outfitters are non-responsive due to submission of incomplete bid proposals. One bidder, Aramark Uniform Services, submitted a lower bid on some line items, however like items were grouped together in the evaluation and award process to ensure standardized uniforms are issued. In addition, this bidder could not provide 37.5% of the winter wear items and 73% of the specialty raingear. Marie's Alterations could not provide 38% of the specialty raingear.
The Purchasing Office is recommending award of a contract to the lowest responsive, responsible and best bidder as follows:
Supplier CC# Items to be Awarded
Safety Solutions, Inc. 31-0808325 1-18, 20-42 & 44-47
This company is not debarred according to the Federal Excluded Parties Listing 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 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 Winter Wear and Raingear with Safety Solutions, Inc., to authorize the expenditure of one dollar to establish the contract from the Purchasing/Contract Operation Fund, and to declare an emergency. ($1.00)
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids on October 14, 2004 and selected the lowest responsive, responsible and best bid; and
WHEREAS, this ordinance addresses Purchasing objectives 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, in ensure a contract is established to permit the delivery of Winter Wear and Raingear to City employees without interruption, 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 Winter Wear and Raingear, 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 Winter Wear and Raingear in accordance with Solicitation No. SA001300 as follows: Safety Solutions, Inc., Item(s): 1-18, 20-42 & 44-47. No award will be made on items not listed.
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 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.