Explanation
BACKGROUND: To modify and extend the existing contract for the option to purchase Firefighter Turnout Gear through September 30, 2015. The contract provides Turnout gear for new firefighters and replacement gear for firefighters whose gear has been damaged beyond repair or has reached its maximum service life. Award was made on June 14, 2010 in accordance with SA003590 pursuant to City of Columbus Code Section 329.07 Sole Source Procurement Contract. FL004632, with Morning Pride Manufacturing LLC dba Honeywell First Responder Products was established. Their contract compliance number is 311608763 (expires 7/9/2016). As the contract has no provisions for extensions beyond March 31, 2015, this ordinance is being submitted as a waiver of competitive bidding.
1. Amount of additional funds: The estimated annual expenditure for the contract is $600,000.00. City agencies must obtain approval to expend from their own budgeted funds for their estimated expenditures.
2. Reason additional needs were not foreseen: The decision was made to do a Request for Proposal selection process to fairly evaluate current products from various manufacturers. Due to the time necessary to complete the bid process, including in service wear tests, the final award cannot not be made until after the current contract expires. In Consultation, Finance and Management and Public Safety have determined the extra time taken will ensure a fair process that will ultimately lead us to a best decision for the City.
3. Reason other procurement processes not used: The RFP proposal process is being used however cannot be completed before the current contract expires and a lapse of availability would seriously affect the ability of the Columbus Division of Fire to protect the Citizens of Columbus.
4. How cost was determined: The cost, terms and conditions are in accordance with the original Agreement
FISCAL IMPACT: No funding is required to extend the option contracts. City agencies must set aside their own funding for their estimated expenditures.
To maintain an uninterrupted supply of service to the City Agency using the Universal Term Contract, this ordinance is be submitted as an emergency.
Title
To authorize the Finance and Management Director to modify and extend the citywide contract for the option to purchase Firefighter Turnout Gear with Morning Pride Manufacturing, LLC, dba Honeywell First Responder Products; and to declare an emergency.
Body
WHEREAS, the Purchasing Office awarded the current contract using the Sole Source provisions Chapter 329 of the City Code; and
WHEREAS, vendor has agreed to extend FL004632 at current prices and terms and conditions to and including September 30, 2015, and it is in the best interest of the City to exercise this option; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Finance and Management, Purchasing Office, in that it is immediately necessary to extend the contract for the option to purchase Firefighter Turnout Gear, 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 modify and extend FL004632 with Morning Pride Manufacturing, LLC, dba Honeywell First Responder Products, up to and including September 30, 2015.
SECTION 3. That this contract modification and extension is being done in accordance with the City of Columbus Procurement Code Section 329.16.
SECTION 4. That for the reasons stated in the preamble hereto, 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.