Explanation
Background: This legislation is for the option to establish one (1) UTC contract for Work and Dress Uniforms to be used by the Department of Public Safety, Division of Fire, the primary user. The Division of Fire has a reoccurring need to provide and replace both work and dress uniforms for new and current personnel. The term of the proposed option contract is for three (3) years, through November 30, 2018, with the option to renew/extend for an additional one (1) year term. The Purchasing Office obtained pricing on September 24, 2015.
The Division of Fire prefers to have a supplier provide local facilities with a quartermaster’s facility located in close proximity to maximize efficiencies in providing uniforms and tailoring services for the Division of Fire. Prior solicitations have resulted in only one company being able to meet the bid specifications and a determination was made that Galls, RT II, LLC (formerly Roy Tailors Uniform Company of Columbus) is the only company that is able to provide both products, services and facilities for the Division of Fire. A solicitation document was prepared to identify requirements and sent to Galls for them to quote pricing.
The Purchasing Office is recommending award to the following company:
Galls, RT II, LLC (formerly Roy Tailors Uniform Company of Columbus); CC# 371739988; expires 09/17/2015; Items 1-77; $1.00
Total Estimated Annual Expenditure: $850,000.00
This 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 because without emergency action there is the potential for a lapse in the availability of Fire Uniforms as the current contract expires on January 17, 2016.
Fiscal Impact: Funding to establish this option contract is from the General Fund. City agencies 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) contract for the option to purchase Division of Fire Work and Dress Uniforms and associated services; to waive the applicable competitive bidding requirements of City Code Chapter 329; to authorize the expenditure of $1.00 to establish the contract from the General Fund; and to declare an emergency. ($1.00)
Body
WHEREAS, the Department of Public Safety has a need for Division of Fire Work and Dress Uniforms to provide both work and dress uniforms for new and current personnel; and
WHEREAS, the Purchasing Office determined that it is in the best interest to waive the competitive bidding requirements of City Code Chapter 329 and only solicit Galls, RT II, LLC for the Division of Fire Work and Dress Uniforms, as the only company able to meet the needs of the Division of Fire at this time; and
WHEREAS, this ordinance addresses Purchasing objectives 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 contract for City agencies to efficiently maintain their supply chain and service to the public; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Public Safety in that it is immediately necessary to authorize the Director of Finance and Management to enter into contract for the option to purchase Division of Fire Work and Dress Uniforms and associated services for new and current personnel; now, therefore,
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Finance and Management Director is hereby authorized to enter into the following contract for the option to purchase Division of Fire Work and Dress Uniforms in accordance with Solicitation no. SA006037 for the term expiring November 30, 2018:
Galls, RT II, LLC (formerly Roy Tailors Uniform Company of Columbus); Award for items 1-77; $1.00
SECTION 2. That the expenditure of $1.00 is hereby authorized from the General Fund, Organization Level: 45-01, Fund 10, OCA: 450047, Object Level 3: 2270 to pay the cost thereof.
SECTION 3. That this Council finds the best interest of the City is served by waiving, and does hereby waive, the relevant provisions of the Columbus City Code relating to competitive sealed bidding.
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 and 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.