Explanation
BACKGROUND: This ordinance is for the creation of a Universal Term Contract for the option to purchase Personal Safety Products on an as needed basis by various divisions of the City. These products are necessary to maintain the safety of City Employees as they do their respective tasks. The term of the proposed option contract would be through June 30, 2016 with the option to renew for one (1) additional year subject to mutual agreement. The Purchasing Office opened formal bids on June 26, 2014.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation No. SA005463). Two Hundred forty seven (247) Bids were solicited: (MBT-4: M1A-4:F1-2: AS1) Nine (9) Bids were received.
The Purchasing Office is recommending award to the lowest, responsive, responsible and best bidders:
Applied Industrial Technologies, Inc CC#340117420 (expires 6-14-2015 )
BDI - Bearing Distributors, Inc CC#340089320 (expires 6-5-2015 )
Jendco Safety Supply CC#311286443 (expires 7-29-2016)
Saf-T-Gard International Inc. CC#362559290 (expires 5-12-2016)
Total Estimated Annual Expenditure: $300,000.00
These companies are 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.
This ordinance is being submitted as an emergency because, the evaluation process took longer than anticipated due to the many manufacturers listed in the bid. The current contract will expire on October 31, 2014 and these products are essential for the continued safety of city employees.
FISCAL IMPACT: Funding to establish this option contract is from the General Fund. The Division of Fleet Management will be required to obtain approval to expend from their own appropriations for their estimated annual expenditures.
Title
To authorize the Finance & Management Director to enter into a contract for the option to purchase Personal Safety Products with Applied Industrial Technologies Inc., BDI Bearing Distributors Inc, Jendco Safety Supply, and Saf-T-Gard International, Inc, to authorize the expenditure of four (4) dollars to establish the contract from the General Fund, and to declare an emergency. ($4.00)
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids on June 26, 2014 and is recommending award to the lowest, responsive, responsible and best bidders; 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 the purchase of Personal Safety Products for the various divisions of the City to efficiently maintain their supply chain and safely perform their service to the public; and
WHEREAS, in order to maintain a supply of Personal Safety Products, this is being submitted for consideration as an emergency measure; and
WHEREAS, an emergency exists in the usual daily operation of the City that it is immediately necessary to enter into contracts for an option to purchase Personal Safety Products on an as needed basis, 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 Personal Safety Products for the term ending June 30, 2016 with the option to extend the contracts subject to mutual agreement for one (1) year in accordance with Solicitation No. SA005463 as follows:
Applied Industrial Technologies, Inc Items 10, 16, 20 and 32 Amount $1.00
BDI - Bearing Distributors, Inc Items 2 and 26 Amount $1.00
Jendco Safety Supply Items 1, 3, 8, 9, 11, 13, 14, 24, 27, 28, 31, 34, and 37 Amount $1.00
Saf-T-Gard International Inc. Items 18, 25, 33 and 39 Amount $1.00
SECTION 2. That the expenditure of $4.00 is hereby authorized from the General Fund: Organization Level 1: 45-01; Fund 10; OCA 450047 Object Level 3: 2270 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.