Explanation
Background: This ordinance is for the option to establish two (2) UTC contracts for Miscellaneous Medical Supplies to be used by the City of Columbus, Division of Fire, EMS (Emergency Medical Services) personnel. This bid was coordinated with the City of Westerville so they may use the contract to order items on an as needed basis. The term of the proposed option contract is through June 30, 2018, with an option to extend for one (1) additional year, subject to mutual agreement by both parties. The Purchasing Office opened formal bids on June 2, 2016.
The Purchasing Office advertised and solicited competitive bids in accordance with relevant provisions of the City Code (RFQ001468). Forty-eight (48) bids were solicited; two (2) bids were received.
Multiple contracts are being awarded for Miscellaneous Medical Supplies. The specification stated that it is the intent of the City to award multiple contracts based on the supplier’s lowest priced items, discounts, and the manufactures available through the supplier’s catalog, pricelist, or web catalog, for each group listed.
The City implemented an e-catalog in January 2016. The City will upload into the e-catalog catalog type and price list type UTC contracts. By uploading these two (2) catalogs or price lists to the e-catalog, the Division of Fire and other City agencies will be able to search, review and order the needed items at discounted and best value prices. This change will enable the City agencies to more efficiently purchase miscellaneous medical supplies with cost savings.
A waiver of regulations is being submitted to award to multiple suppliers and to award two (2) contracts as the Code does not envision multiple awards for the same group.
The Purchasing Office is recommending award to the lowest, responsive, responsible, and best bidders as follows:
Bound Tree Medical, LLC: CC# 311739487; Expires: 2/27/2018
Midwest Medical Supply Co., LLC: CC#431741196; Expires: 3/16/2018
Total Estimated Annual Expenditure: $1,000,000.00
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.
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.
This ordinance is being submitted as emergency legislation as the Miscellaneous Medical Supplies contract expired on June 30, 2016 and a contract is needed so Miscellaneous Medical Supplies can be purchased from the companies named herein.
Title
To authorize the Finance & Management Director to enter into two (2) Universal Term Contracts for the option to purchase Miscellaneous Medical Supplies with Bound Tree Medical, LLC and Midwest Medical Supply Co., LLC; to authorize the expenditure of two dollars ($2.00) to establish the contract from the General Fund ($2.00); to waive relative provisions of the City Code related to competitive bidding; and to declare an emergency.
Body
WHEREAS, Miscellaneous Medical Supplies are needed by the City of Columbus, Division of Fire, for use by EMS (Emergency Medical Services) personnel; and
WHEREAS, the Purchasing Office advertised and solicited formal bids on June 2, 2016 and selected Bound Tree Medical, LLC and Midwest Medical Supply Co., LLC as the lowest, responsive, responsible and best bidders; and
WHEREAS, the current Miscellaneous Medical Supplies contract expired on June 30, 2016; and
WHEREAS, this ordinance requests a waiver of requirements of the City Code relating to competitive bidding; 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 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 the Department of Public Safety, in that it is immediately necessary to enter into a contract for the option to purchase Miscellaneous Medical Supplies so services are not interrupted; 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 contracts for the option to purchase Miscellaneous Medical Supplies through June 30, 2018 with the option to extend for one (1) additional year in accordance with Request for Quote No. RFQ001468;
Bound Tree Medical, LLC; All items and discounts as specified; $1.00
Midwest Medical Supply Co., LLC; All items and discounts as specified; $1.00
SECTION 2. That the expenditure of $2.00 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 it is in the City's best interest to waive the competitive bidding requirements of the Columbus City Code.
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 its passage and approval by the Mayor or ten days after passage if the Mayor neither approves nor vetoes the same.