Explanation
BACKGROUND: This legislation is for the option to establish Universal Term Contracts (UTC) for Personal Safety Products on an as needed basis by various City agencies. Personal Safety Products is necessary to maintain the safety of City employees as they do their respective tasks. The term of the proposed option contract would be approximately three (3) years, expiring June 30, 2020, with the option to renew for one (1) additional one (1) year period. The Purchasing Office opened formal bids on May 18, 2017.
The Purchasing Office advertised and solicited competitive bids in accordance with the relevant provisions of Chapter 329 relating to competitive bidding (Request for Quotation No. RFQ005418). Five (5) bids were received.
A waiver of regulations is being requested as the applicable sections of the current City Code does not provide the ability to award multiple suppliers for the same categories/items.
The Purchasing Office is recommending award to the overall lowest, responsive, responsible and best bidders as follows:
Jendco Safety Supply, Inc.: CC004977; CC Exp. 12/14/2018; Items 1-3, 12-14, 16, 17, 19, 20, 22, 24, 25, 29-31, 33, 34, 36, 37, 39, 40, 42, 44, 45, 48-50, 52, 55, 61 ; $1.00
Applied Industrial Technologies: CC006401; CC Exp. 6/29/2019; Items 5, 11, 18, 26, 32, 35, 38, 41, 46, 53, 56-59; $1.00
Grainger: CC007170; CC Exp. 5/16/2019; Items 7, 8, 10, 21, 27, 28, 47, 51, 60; $1.00
Fastenal Company: CC007823; CC Exp. 5/16/2019; Items 4, 6-10, 21, 27, 28, 43, 47, 51, 54, 60; $1.00
Total Estimated Annual Expenditure: $300,000.00
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, the evaluation process took longer than anticipated due to the many manufacturers listed in the bid. The current contracts expired on June 30, 2017. And, without emergency action, no less than 37 days will be added to this procurement cycle and the efficient delivery of personal safety products will be slowed.
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 contracts for the option to purchase Personal Safety Products with the following companies: Jendco Safety Supply, Inc., Applied Industrial Technologies, Grainger, and Fastenal Company; to waive the applicable competitive bidding requirements of City Code Chapter 329; to authorize the expenditure of $4.00 to establish the contract from the General Fund, and to declare an emergency. ($4.00).
Body
WHEREAS, the Personal Safety Products UTC will provide for the purchase of Personal Safety Products throughout the City; and,
WHEREAS, the Purchasing Office advertised and solicited formal bids on May 18, 2017 and selected the overall lowest, responsive, responsible and best bidders; and
WHEREAS, this ordinance requests a waiver of applicable competitive bidding requirements of Chapter 329 of the City Code as the applicable sections of the current City Code does not provide the ability to award multiple suppliers for the same categories/items; 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) 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 City that this is immediately necessary to authorize the Finance and Management Director to enter into the following contracts: Jendco Safety Supply, Inc., Applied Industrial Technologies, Grainger, and Fastenal Company for the option to purchase Personal Safety Products to provide safety items to City employees, 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 Personal Safety Products in accordance with Request for Quotation RFQ005418 for a term of approximately three (3) years, expiring June 30, 2020, with the option to renew for one additional one (1) year period, as follows:
Jendco Safety Supply, Inc.: Items 1-3, 12-14, 16, 17, 19, 20, 22, 24, 25, 29-31, 33, 34, 36, 37, 39, 40, 42, 44, 45, 48-50, 52, 55, 61 ; $1.00
Applied Industrial Technologies: Items 5, 11, 18, 26, 32, 35, 38, 41, 46, 53, 56-59; $1.00
Grainger: Items 7, 8, 10, 21, 27, 28, 47, 51, 60; $1.00
Fastenal Company: Items 4, 6-10, 21, 27, 28, 43, 47, 51, 54, 60; $1.00
SECTION 2. That this Council finds it is in the City’s best interest to waive the applicable competitive bidding requirements of Chapter 329 of the City Code.
SECTION 3. That the expenditure of $4.00 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 to pay the cost thereof.
SECTION 4. That the funds necessary to carry out the purpose of this ordinance are hereby deemed appropriated, and the City Auditor shall establish such accounting codes as necessary.
SECTION 5. 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.