Explanation
BACKGROUND: To modify and extend the existing contract for the option to purchase Turnout Gear for the Division of Fire, to and including July 31, 2009. Formal bids were opened by the Purchasing Office on June 17, 2004.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 ( SA001156). 71 bids solicited: (MBE-4, FBE-2). Five (5) bids received. FL002240 with Total Fire Group/Morning Pride was established. As the original contract provided for modification & extensions, and that period has passed, it is necessary to request a waiver to extend the established contract. The Division of Fire has determined the need to field test new materials used in the production of turnout gear since the City's last bid specifications were developed. The field test will allow the Division to determine durability, enhance safety and possibly reduce costs. Total Fire has agreed to this extension with prices to continue at a 62.58% discount off of 2009 retail list price resulting in increases of between 1.1% and 1.7%.
Total Fire Group/Morning Pride, contract compliance #311608763, expires 9/14/09
Estimated Annual Expenditure: $500,000.00
The company is 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.
1. Amount of additional funds: The estimated annual expenditure for the contract is $500,000.00.
2. Reason additional needs were not foreseen: An extension was provided for in the original contract and has been utilized. However, the Division requires additional time to conduct research and develop bid specifications for a new contract.
3. Reason other procurement processes not used: Pricing and contract terms in the existing contract are acceptable to the City.
4. How cost was determined: The cost, terms and conditions are in accordance with the original agreement.
FISCAL IMPACT: The Division of Fire 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 modify & extend an existing contract for Turnout Gear for the Division of Fire with Total Fire Group, to waive formal competitive bidding requirements, and to declare an emergency.
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids on June 17, 2004; and
WHEREAS, it is in the City's best interest to modify and extend contract FL002240 until July 31, 2009 and the vendor has agreed to this extension; however, the original contract period has passed so it is necessary to waive competitive bidding requirements to allow the extension; and
WHEREAS, in accordance with contract FL002240, the prices for the contract items need to be increased to continue to reflect a 62.58% discount off of Total Fire's 2009 retail prices; 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 order to avoid a lapse in the Division of Fire's ability to purchase Turnout Gear, 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 Turnout Gear, 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 Department Director be and is hereby authorized and directed to modify and extend the existing contract FL002240 with Total Fire for Turnout Gear until July 31, 2009.
SECTION 2. That in accordance with Section 329.27 of the Columbus City Code, this Council finds the best interest of the City is served by waiving, and does hereby waive Section 329.06 of the Columbus City Code. See attachment ORD1276-2008.doc
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.