Explanation
This ordinance is to establish option contracts to purchase Firefighter Helmets & Accessories for the Division of Fire in order to help ensure the safety of firefighters exposed to dangerous situations during the course of their duties. Firefighters will be provided the ability to select from two (2) different helmets. The term of the proposed option contract is for approximately three (3) years, with the option to extend for one (1) additional year. The initial term of the contract is through June 1, 2016. The Purchasing Office opened formal bids on June 13, 2013.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06, Solicitation SA004981. One hundred and thirty (130) bids were solicited (MBR: 2, M1A: 2, F1: 2, AS1: 1). Three (3) bids were received. Two (2) bidders quoted the exact helmets specified and one (1) bidder quoted an alternate manufacturer for one of the helmets specified.
The lowest numerical bidder, The Fire House, bid an alternate helmet (Cairns 1044) that was deemed non-responsive to the specifications for a Morning Pride Ben 2 Plus LR helmet in several ways. Additionally, The Fire House failed to provide quotes for the individual accessories/components on the bid proposal page that will need to be replaced during the term of the contract.
The Purchasing Office is recommending award of the contract to the two companies providing the lowest, responsive, responsible and best bidders:
Phoenix Safety Outfitters LLC, CC# 412241348 (Expires August 23, 2014), $1.00
Fire Safety Services, Inc., CC# 340962724 (Expires February 13, 2014), $1.00
Total Estimated Annual Expenditure: $60,000.00
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 it is highly important to provide our firefighters with fire helmets for their safety.
FISCAL IMPACT: Funding to establish these option contracts is budgeted in the Mail, Print Services and UTC Fund. The Division of Fire 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 enter into two (2) option contracts for the purchase of Firefighter Helmets and Accessories with Phoenix Safety Outfitters LLC and Fire Safety Services, Inc.; to authorize the expenditure of two (2) dollars to establish these contracts from the Mail, Print Services and UTC Fund; and to declare an emergency. ($2.00)
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids on June 13, 2013 and selected the lowest responsive, responsible and best 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 agencie to efficiently maintain their supply chain and service to the public and 4) providing cooperative contracting opportunities for other local governmental entities; and
WHEREAS, the Firefighter Helmets are used to protect Firefighters exposed to dangerous situations during the course of their daily employment and there is the immediate need to have these available for purchase, this is being submitted for consideration as an emergency; and
WHEREAS, an emergency exists in the usual daily operations of the Division of Fire in that it is immediately necessary to enter into contracts for the option to purchase Firefighter Helmets and associated accessories, 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 to enter into the following contracts for the option to purchase Firefighter Helmets and associated accessories on an as needed basis for the term ending June 1, 2016 with an option to extend the contracts for one (1) additional year subject to mutual agreement, in accordance with Solicitation SA004981 as follows:
Phoenix Safety Outfitters LLC, Items 1 & Alternate 1, and items associated with the specified fire helmet (3, 4, 5, 6 & Alternate 6, 7 and 8). Amount: $1.00
Fire Safety Services, Inc., Items 2, and items associated with the specified helmet (3, 4, 5, 6, 7 and 9). Amount: $1.00
SECTION 2. That the expenditure of $2.00 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.