Explanation
BACKGROUND: This legislation is for the option to establish one (1) Univerasal Term Contract for the purchase of Text Books and Training Materials applicable for firefighter and Emergency Medical Services (EMS) training. The Division of Fire will be the principal city agency utilizing the contract. The term of the proposed option contract is for two (2) years with an expiration date of April 30, 2017 with an option to extend for one (1) additional year subject to mutual agreement. The Purchasing Office opened formal bids on February 19, 2015.
The Purchasing Office advertised and solicited competitive bids in accordance with relevant provisions of the Columbus City Code Chapter 329 (SA005749). One Hundred and Twenty (120) bids were solicited (M1A-2, MBR-4, F1-2). One (1) bid was received (MBR).
The Purchasing Office is recommending award to the overall lowest, responsive, responsible and best bidder as follows:
John D. Preuer & Associates, Inc., CC# 34-1808063 expires 1/24/2016, Award items 1 - 81 and 83 - 90 (Publisher list and associated quantity percentage discounts). $1.00
Total Estimated Annual Expenditure: $60,000.00
The company is 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 since the current contract expires April 30, 2015 and continuous firefighting and EMS training and education is essential in providing valuable public services in an emergency.
FISCAL IMPACT: Funding to establiah this option contract is from the General Fund. City Agenies 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 one (1) option contract for the purchase of Text Books and Training Materials applicable for use in firefighter and EMS training with the following supplier: John D. Preuer & Associates, Inc.; and to declare an emergency.
Body
WHEREAS, there is a need to purchase various Text Books and Training Materials applicable for use in firefighter and EMS training; and
WHEREAS, the Purchasing Office advertised and solicited formal bids on February 19, 2015 and only one (1) bid was received and deemed the lowest, responsive, responsible and best bidder; 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, in order to continue to provide essential firefighter and EMS training where various applicable textbooks and training materials are needed, this is being submitted for consideration as an emergency measure; 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 enter a contract for the option to purchase Text Books and Training Materials applicable for use in firefighter and EMS training, 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 contract for the option to purchase Text Books and Training Materials applicable for use in firefighter and EMS training in accordance with Solicitation No. SA005749 for a term of two (2) years expiring April 30, 2017, with the option to extend for one (1) additional year, as follows:
John D, Preuer & Associates, Inc., Items 1 - 81 and 83 - 90 (Publisher list and assoiated quantity percentage discounts), $1.00
SECTION 2. That the expenditure of $1.00 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 the funds necessary to carry out the purpose of this ordinance are hereby deemed appropriated, and the City Auditor shall establish such accounting codes as necessary.
SECTION 4. That for the reason 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 passage and approval by the Mayor, or ten days after passage if the Mayor neither approves nor vetoes the same.