Explanation
Background: This legislation authorizes the Finance and Management Director to enter into contract for turnout gear for the Division of Fire from Honeywell First Responder Products, dba, Morning Pride Manufacturing. The Fire Division has a reoccurring need to replace sets of gear for current personnel that is beyond its useful life and has high maintenance costs. Turnout gear is the very outer layer of a firefighter’s uniform and is their first line of defense. It is also referred to as personal protective equipment or PPE and includes their jacket and pants.
Bid Information: Solicitation SA005475 was advertised and proposals were opened on July 17, 2014. One hundred two (102) suppliers were notified of the solicitation (MBR:2; M1A:1; F1:2). Four (4) responses were received.
An evaluation committee consisting of three representatives from the Fire Division, one from the Equal Opportunity Business Office, one from the Finance Management Office, and two from the Public Safety Director’s Office evaluated the responses. Of the four vendors that submitted proposals, three were selected for further evaluation and scoring. This included hands-on combative testing of the turnout gear. All three finalists were invited to submit pricing. The scoring was reevaluated/revised to include pricing. The Department of Finance and Management, Purchasing Division, negotiated with Honeywell, and received revised pricing as well as a longer term through September 30, 2017 with the option to extend for two (2) additional one (1) year periods. Honeywell lowered their pricing which results in a savings to the city of $54.64 per set from their original bid and $40.66 per set from our current contract price.
A waiver of the Columbus City Codes is being requested as the current City Code does not provide an RFP process for goods.
The Purchasing Office is recommending award to:
Honeywell First Responder Products, dba, Morning Pride Manufacturing; CC# 311608763, expires 07/09/2016, Categories - All Lines, $1.00
Total Estimated Annual Expenditure: $500,000.00
This 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.
Emergency action is requested as funds are needed immediately to purchase said turnout gear for the Division of Fire. The Purchasing Office, in conjunction with the Fire Division, attempted to procure the new contract in time to avoid emergency legislation. The process did take longer than expected, leading to this emergency request. The current contract is set to expire on 09/30/2015.
Fiscal Impact: Funding to establish this option contract is from the General Fund. City agencies will be required to obtain approval to expend from their own appropriations for their estimated annual expenditures.
Title
To authorize the Finance and Management Director to issue a purchase order to Honeywell First Responder Products, dba Morning Pride Manufacturing, for the Department of Public Safety, Division of Fire, for the option to purchase turnout gear; to waive the applicable competitive bidding requirements of City Code Chapter 329; to authorize the expenditure of $1.00 to establish the contract from the General Fund; and to declare an emergency. ($1.00)
Body
WHEREAS, there is a need to purchase turnout gear for the Division of Fire; and
WHEREAS, the Purchasing Office advertised and solicited proposals; and
WHEREAS, this ordinance requests a waiver of applicable competitive bidding requirements of Chapter 329 of the City Code because the City Code does not provide for an RFP process for goods; 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, an emergency exists in the usual daily operation of the department of Public Safety, Division of Fire, in that it is immediately necessary to purchase turnout gear for use by Firefighters for the immediate preservation of 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 is hereby authorized to establish an option contract for turnout gear for the Department of Public Safety, Division of Fire, in accordance with solicitation SA005475, for the term expiring September 30, 2017, with the option to extend for two (2) additional one (1) year periods based on mutual agreement.
Honeywell First Responder Products, dba Morning Pride Manufacturing, All Lines, $1.00
SECTION 2. This Council finds it is in the best interest of the City to waive the applicable competitive bidding requirements of Chapter 329 of the City Code.
SECTION 3. That the expenditure of $1.00 is hereby authorized from the General Fund, Organization Level: 45-01, Fund 10, OCA: 450047, Object Level 3: 2270 to pay the cost thereof.
SECTION 4. That for the reason stated in the preamble hereto, which is hereby made a part hereof, this ordinance is hereby declared to be and 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.