Explanation
BACKGROUND: For the option to purchase Personal Safety Products for Various City Agencies. These products help protect City Employees working in potentially hazardous conditions and it allows the City to be in compliance with safety laws and regulations for the workplace. These contracts will provide City agencies with protective gloves, hard hats, eye and ear protection, safety clothing, first aid supplies and other safety equipment and supplies.
The term of the proposed option contract would be approximately two (2) years, with the option to extend the contract, subject to mutual agreement, for one additional one-year period. The Contract is through June 30, 2012. The Purchasing Office opened formal bids on September 17, 2009.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06, Solicitation SA003353. One-hundred thirty-one bids were solicited (MBR: 3; F1: 2). Eight (8) bids were received. Grayson Integrated, LLC and Safeware, Inc. were deemed non-responsive for failure to provide a copy of the catalog(s) and price list(s) in which they were bidding. Therefore, pricing information could not be verified.
The Purchasing Office is recommending award of the contract to the lowest, responsive, responsible and best bidders:
Safety Solutions, Inc., CC#310808325 (Expires July 29, 2010), $1.00
Jendco Safety Supply, F1, CC#311286443 (Expires January 15, 2011), $1.00
Fire Safety Services, Inc., CC# 340962724 (Expires March 11, 2010), $1.00
Total Estimated Annual Expenditure: $250,000.00
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.
Title
To authorize and direct the Finance & Management Director to enter into three (3) UTC contracts for the option to purchase Personal Safety Products with Safety Solutions, Inc., Jendco Safety Supply and Fire Safety Services, Inc., to authorize the expenditure of three (3) dollars to establish the contracts 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 September 17, 2009 and selected the lowest, responsive, responsible and best bid. Eight (8) bids were received. Grayson Integrated and Safeware, Inc. were deemed non-responsive for failure to submit required catalogs with their bids; 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, because the Personal Safety Products help protect City Employees working in potentially hazardous conditions, and because it allows the City to be in compliance with safety laws and regulations for the workplace, 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 an option to purchase Personal Safety Products, 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 & Management Director be and is hereby authorized and directed to enter into the following contracts for an option to purchase Personal Safety Products for various City Agencies for the term ending June 30, 2012, with the option to extend the contract, subject to mutual agreement, for one (1) additional one-year period, in accordance with Solicitation No. SA003353 as follows:
Safety Solutions, Inc.: Primary Awards: Items 1-3, 5-11, 15, 17, 19, 21-24, 26, 29-32, 35-39, 41, 44-47, 49, 51, 54-61, Additional Manufacturers 62 (Eagle), 63-67, 71-80. Secondary Awards: Items 14, 25, 27, 33, 43, 62 (Lakeland), Amount: $1.00.
Jendco Safety Supply: Primary Awards: Items 14, 18, 25, 27, 33, 43, 62 (Lakeland). Secondary Awards: Items 2, 3, 5, 21, 23, 30, 37, 38, 44, 46, 56, 59. Amount: $1.00.
Fire Safety Services, Inc.: Primary Award: Item 40. Secondary Award: Item 41. Amount: $1.00.
SECTION 2. That the expenditure of $3.00 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 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.