City of Columbus - File #: 1984-2014

• File #: 1984-2014
• Version: 1
• Type: Ordinance
• Status: Passed
• File created: 8/26/2014
• In control: Finance Committee
• On agenda: 9/15/2014
• Final action: 9/17/2014
• Title: To authorize the Finance and Management Director to enter into four (4) contracts for the option to purchase Office Supplies, Accessories and Office Papers (Recycled) with Bulldog Office Products, Inc., Office Depot, Inc., Staples Contract & Commercial, Inc., operating as Staples Advantage, and Sterling Paper Company; to waive the competitive bidding requirements of Chapter 329 of the Columbus City Code; to authorize the expenditure of $4.00 to establish the contracts from the General Fund; and to declare an emergency. ($4.00)

Date	Ver.	Action By	Action	Result
9/17/2014	1	CITY CLERK	Attest
9/16/2014	1	ACTING MAYOR	Signed
9/15/2014	1	COUNCIL PRESIDENT	Signed
9/15/2014	1	Columbus City Council	Approved	Pass

Explanation
BACKGROUND: This legislation is for the option to establish four (4) UTC contracts for Office Supplies, Accessories and Office Papers (Recycled) to be used by various City agencies. The term of the proposed option contracts is two (2) years, through July 31, 2016. The contracts may be extended for one (1) additional year, subject to mutual agreement by both parties. The Purchasing Office opened formal bids on June 19, 2014.

The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation No. SA005448). One hundred eighty-one (181) bids were solicited: (M1A-7, F1-3). Five (5) bids were received.

Multiple contracts are being awarded for Office Supplies, Accessories and Office Papers (Recycled). The specification stated that no more than two (2) contracts would be awarded to the lowest, responsive, responsible and best bidders, per category.

At this time, the City of Columbus has embarked on a implementing a new e- catalog, as approved by Ordinance 1078-2013. The catalog system purchased from Vinimaya, Inc. will allow City agencies to shop City contracts. The requesting agency will log into the e-catalog, search for the item needed and the e-catalog will search the City catalogs, including these four (4) suppliers, bringing back the results that meet the searched term and providing the user with the contracted price.
The City will upload into the e-catalog most catalog type and price list type UTC contracts. By uploading these four (4) catalogs to the e-catalog, the agencies will be able to search, review and order the needed items at discounted and best value prices. This change will enable the City agencies to more efficiently purchase Office Supplies, Accessories, and Office Papers (Recycled) with cost savings.
A waiver of regulations is being submitted to award to multiple suppliers and to award four (4) contracts as the Code does not envision multiple awards for the same category....