Explanation
BACKGROUND: The purpose of this ordinance is to authorize the Director of Finance and Management to enter into option contracts with F&F Industries Equipment Corp., W.W. Grainger, Edco Tools, HD Supply, Fastenal Company, SID Tool dba MSC, and Goss Supply Co. for the purchase of Small Tools for all City agencies. The terms of the proposed option contracts are through May 31, 2018. The contracts may be extended for one (1) additional year, subject to mutual agreement by both parties. The Purchasing Office opened formal bids on December 30, 2015.
The Purchasing Office advertised and solicited competitive bids in accordance with relevant provisions of the Columbus City Code and Solicitation SA006135; 198 vendors were solicited (M1A:6; F1: 3; AS1:1); Thirteen (13) bids were received (MAJ:13).
The Purchasing Office completed an evaluation of small tool manufactures that were frequently purchased over the past years for use within City agencies. The solicitation stated multiple contracts will be awarded to maximize the selection and discounts for the highest quality Small Tools and Accessories needed to maintain daily operations.
Bidders were requested to quote a discount off the listed prices for each standard published catalog they wish to bid. Bidders were also given an opportunity to quote multiple discounts. The City of Columbus has implemented an e-catalog system that is City-wide as of January 2016; this system allows city agencies to search for items available on UTC contracts and to compare pricing to get best value.
The Purchasing Office has accepted seven (7) proposals from major corporations that provide a wide range of small tools our City agencies are currently purchasing. All suppliers submitted required documents and offered various discount percentages off their supplier catalog/pricelist. A waiver of regulations is being submitted to award to multiple suppliers as the Code does not envision multiple awards for the same items.
The Purchasing Office is recommending award to the lowest most responsive, responsible and best bidders as follows:
F&F Industries Equipment Corp. CC# 14-1634506
W.W. Grainger, CC# 36-1150280
Edco Tools, CC# 34-1040573
HD Supply, CC# 52-2418852
Fastenal Company, CC# 41-0948415
SID Tool dba MSC, CC# 13-5526506
Goss Supply Co., CC# 31-4378081
Total Estimated Annual Expenditure: $700,000.00
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, without emergency action, no less than 37 days will be added to this procurement cycle and the ability to maintain the City's facilities to be in compliance with federal and state regulations is critically hampered.
FISCAL IMPACT: Funding to establish these option contracts 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 seven (7) contracts for the option to purchase Small Tools and Accessories with F&F Industries Equipment Corp., W.W. Grainger, Edco Tools, HD Supply, Fastenal Company, SID Tool dba MSC, and Goss Supply Co.; to waive relevant provisions of the Columbus City Code relating to the competitive bidding process; to authorize the expenditure of seven (7) dollars to establish the contracts from the General Fund; and to declare an emergency. ($7.00).
Body
WHEREAS, the Purchasing Office solicited proposals on December 30, 2015 and selected the lowest responsive, responsible and best bidders; and
WHEREAS, this ordinance is being submitted in accordance with the Columbus City Code, to waive relevant provisions relating to competitive sealed bidding.
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, an emergency exists in the usual daily operation of City’s Departments in that it is immediately necessary to authorize the Finance and Management Director to enter into contracts for the option of the Purchase of Small Tools and Accessories so that the City's facilities can continue to operate appropriately in compliance with regulations, 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 Small Tools and Accessories for the term ending May 31, 2018, with the option to extend for one (1) additional year subject to the mutual agreement in accordance with Solicitation No. SA006135 as follows:
F&F Industries Equipment Corp.: All Manufacturers at various discounts: $1.00
W.W. Grainger: All Manufacturers at various discounts: $1.00
Edco Tools: All Manufacturers at various discounts: $1.00
HD Supply: All Manufacturers at various discounts: $1.00
Fastenal Company: All Manufacturers at various discounts: $1.00
SID Tool dba MSC: All Manufacturers at various discounts: $1.00
Goss Supply Co.: All Manufacturers at various discounts: $1.00
SECTION 2: That the expenditure of $7.00 is hereby authorized in Fund 1000 General Fund in Object Class 02 Materials and Supplies per the account codes in the attachment of this ordinance.
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 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.