Explanation
BACKGROUND: This ordinance is for the option to purchase Office Chairs for all City agencies. The term of the proposed option contract is through April 30, 2015. The contracts may be extended for one (1) additional year, subject to mutual agreement by both parties. The Purchasing Office opened formal bids on February 7, 2013.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 Solicitation SA004766; 134 bids were solicited (MBE:6; FBE:8); Six (6) bids were received (MBE:0; FBE:2). The contract(s) will provide City agencies with the ability to purchase office chairs of highest quality and standard that are available. The awarded items and some additional items available in the suppliers catalogs are certified through the Greenguard Environmental Institute which certifies indoor products based on strict chemical emissions criteria; and the Indoor Advantage Program which certifies conformance with LEED-CI criteria; Environmental friendly fabric is available for some of the chairs.
The Purchasing Office is recommending award of contracts to the lowest, responsive, responsible and best bidder as follows:
Bulldog Office Products, Inc. - (FBE): CC#251292273 (expires: 10/10/2014)
Commercial Works, Inc.: CC# 310829397 (expires: 10/19/2014)
Continental Office Furniture Corporation: CC# 314413238 (expires: 5/9/2014)
Total Estimated Annual Expenditure: $400,000.00
These companies are not debarred according to the Federal Excluded Parties Listing or the State Auditor's Findings For Recovery Database.
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. Agencies will be required to obtain approval to expend from their own appropriation.
Title
To authorize the Finance and Management Director to enter into three (3) UTC contracts for the option to purchase Office Chairs with Bulldog Office Products, Inc., Commercial Works, Inc., and Continental Office Furniture Corporation, to authorize the expenditure of three (3) dollars to establish the contract from the Mail, Print Services and UTC Fund; and to declare an emergency. ($3.00)
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids on February 7, 2013 and selected the lowest, responsive, responsible and best bids. Six (6) bids were received; 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, It is necessary to enter into contracts for Office Chairs in order to provide City agencies with products to meet the needs and comfort of personnel in various work environments;
WHEREAS, an emergency exists in the usual daily operation of the Purchasing Office in that it is immediately necessary to enter into three (3) contracts for an option to purchase Office Chairs to ensure uninterrupted supply of materials, 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 an option to purchase Office Chairs through April 30, 2015 with the option to extend for one (1) additional year in accordance with Solicitation SA004766 as follows;
Bulldog Office Products, Inc. - Item# 3,4,5,6, 8 and 9. ($1.00)
Commercial Works, Inc. - Item# 2 and 10. ($1.00)
Continental Office Furniture - Item# 1,7 and 13. ($1.00)
SECTION 2. That the expenditure of $3.00 is hereby authorized from Mail, Print Services and UTC Fund, Organization Level 1: 45-01, Fund: 05-517, Object Level 3: 2201, 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.