Explanation
BACKGROUND: The purpose of this legislation is to authorize the Director of Finance and Management to establish purchase orders for Misc. Hardware and Hardware Related Equipment from established State of Ohio Contracts for various agencies within the City of Columbus, STS 511, Schedule 800339 - Grainger, Schedule 800340 -SID Tool Company, Inc. dba MSC, and Schedule 800336 - Fastenal Company. These contracts were not bid but negotiated by the State of Ohio; however, it has been determined to be the most cost-effective method of obtaining the needed parts.
The current contracts for Misc. Industrial Supplies will expire September 30, 2016. These contracts were awarded and loaded into the Vinimaya E-catalog System to provide City agencies a shopping experience via a Punch-Out to meet their misc. hardware and maintenance supplies with these same three vendors. However since the current City Code does not authorize award to multiple vendors for the same items, utilization of these STS contracts will meet this vital need and allow the continued use of the punch-outs in Vinimaya that city agencies have been using to fulfill these needs.
Ordinance Number 582-1987 authorized City agencies to use State of Ohio Department of Administrative Services contracts when deemed cost effective. This ordinance asks that the Finance and Management Director be authorized to establish purchase orders of up to $100,000.00 without further Council approval for the State of Ohio STS-511 Schedule 800399, 800340 and 800336 until the contract expiration dates of January 31, 2017.
Grainger, Vendor 007170, CC expires1/29/2017
Sid Tool Co, Inc., dba MSC, Vendor 000715, CC expires 8/21/2017
Fastenal Company, Vendor 007823, CC expires 12/16/2017
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. The Misc. Industrial Hardware contracts are used throughout City facilities for maintenance and hardware equipment and supplies and the current contracts will expire 9/31/2016. 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 efficient delivery of valuable public services will be slowed.
FISCAL IMPACT: All 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 issue purchase orders up to $100,000.00 for Misc. Hardware and Hardware Related Equipment with Grainer, SID Tool Co., Inc. dba MSC, Fastenal Company from existing Cooperative State of Ohio Term Contracts established for such purpose by the State of Ohio, Department of Administrative Services Purchasing Office, and to declare an emergency.
Body
WHEREAS, various City Agencies need to purchase misc. hardware and maintenance supplies and equipment to meet the day to day maintenance and operational needs throughout the City of Columbus; and,
WHEREAS, it has been determined that the current State of Ohio contracts STS511, Schedule 800339 - Grainger, Schedule 800340 -SID Tool Company, Inc. dba MSC, and Schedule 800336 - Fastenal Company have been established for such purpose and is the most cost- effective method for obtaining the needed parts; 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) providing effective option contracts for City agencies to efficiently maintain their supply chain and service to the public; and
WHEREAS, as the current contracts expire September 30, 2016 and in order to maintain a supply of misc. hardware and maintenance supplies, this is being submitted for consideration as an emergency measure; and
WHEREAS, an emergency exists in the usual daily operation of the Purchasing Office in that it is immediately necessary to establish purchase orders with Grainger, Sid Tool Co., Inc. dba MSC and Fastenal Company, 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 establish purchase orders with Grainger, Sid Tool Co., Inc. dba MSC and Fastenal Company up to $100,000.00 for each City agency for Misc. Hardware and Hardware Related Equipment in accordance with the existing State of Ohio Term Contracts STS511, Schedule 800339 - Grainger, Schedule 800340 -SID Tool Company, Inc. dba MSC, and Schedule 800336 - Fastenal Company established by the State of Ohio, Department of Administrative Services Purchasing Office.
SECTION 2. 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 its passage and approval by the Mayor, or ten days after passage if the Mayor neither approves nor vetoes the same.