Explanation
Background: This ordinance authorizes the Finance and Management Director to enter into an agreement to establish one (1) UTC contract for the option to purchase Overhead Door Parts to be used by various City agencies to perform repairs on overhead doors. The term of the proposed option contract is through August 31, 2018. The contract may be extended for one (1) additional year, subject to mutual agreement by both parties. The Purchasing Office opened formal bids on June 16, 2016.
The Purchasing Office advertised and solicited competitive bids in accordance with the competitive bid section of the City Code (Solicitation RFQ001558). Forty Three (43) bids were solicited; two (2) bids were received.
The Purchasing Office is recommending award to the overall lowest, responsive, responsible, and best bidder as follows:
Kelly and Askew Inc: CC005616 expires: 03/28/2018 Catalog Award $1.00
Total Estimated Annual Expenditure: $40,000.00
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.
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.
Waiver Explanation: A waiver of regulations is being requested as the current City Code does not provide the ability to award due to the requirements of chapter 329.05 competitive sealed bidding. Kelly and Askew did not submit manufacturer catalogs as requested in the bid. The purchasing office requested and the vendor has agreed to supply all items available for sale from four manufacturers that provide overhead door parts that City may purchase under the terms of the contract. Within its response, Kelly and Askew submitted a price list that included approximately 95% of the items the City requires, based on historical purchases. Kelly and Askew did not submit with its bid a full-line catalog, which would cover the other 5% of items. After bid opening, the Purchasing Office negotiated with Kelly and Askew to include this full-line catalog into the award.
30-Day Designation: This ordinance is being submitted as 30-day legislation.
Title
To authorize the Finance & Management Director to enter into one Universal Term contract for the option to purchase Overhead Door Parts with Kelly and Askew; to authorize the expenditure of one (1) dollar to establish the contract from the General Fund ($1.00); and to waive the competitive bidding provisions of Chapter 329 of the Columbus City Code.
Body
WHEREAS, Overhead Door Parts are used to maintain facilities and meet other needs by various City Agencies; and
WHEREAS, the Purchasing Office advertised and solicited formal bids on June 16, 2016 and selected Kelly and Askew; and
WHEREAS, it is in the City's best interest to waive the competitive bidding provisions of Chapter 329 of City Code; 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, it has become necessary in the usual daily operation of the Department of Finance and Management to authorize the Director to enter into contract with Kelly and Askew for the preservation of the public health, 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 an option to purchase Overhead Door Parts through August 31, 2018 with the option to extend for one (1) additional year in accordance with Solicitation RFQ001558.
Kelly and Askew: Catalog Award $1.00
SECTION 2. That the expenditure of $1.00 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 the Council finds that it is in the best interest of the City to waive the competitive bidding provisions of Chapter 329 of the Columbus City Codes to permit the aforementioned purchase.
SECTION 4. This ordinance shall take effect and be in force from and after the earliest period allowed by law.