Explanation
BACKGROUND: This legislation is for the option to establish Universal Term Contract (UTC) for Winter Wear and Raingear for City employees. City of Columbus agreements with various unions and employee plans representing the employees for whom items will be purchased under this contract will remain in force. The term of the proposed option contract would be approximately three (3) years, expiring September 30, 2020, with the option to renew for two (2) additional one (1) year periods. The Purchasing Office opened formal bids on September 21, 2017.
The Purchasing Office advertised and solicited competitive bids in accordance with the relevant provisions of Section 329.06 relating to competitive bidding (Request for Quotation No. RFQ006625). Two (2) bids were received.
The Purchasing Office is recommending award to the overall lowest, responsive, responsible and best bidder as follows:
Grainger: CC005987; Grainger Online Catalog which includes: 551, Inc., Alliance Mercantile, Bulwark, Carhartt, Helly Hansen, MCR Safety, ML Kishigo, Occunomix, NASCO, River City, Tingley Rubber, VF Imagewear, Grainger Safety Wear Category; Items 1-74 ; $1.00
Total Estimated Annual Expenditure: $100,000.00, various city agencies.
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.
This ordinance is being submitted as an emergency because the original contract expires 10/31/2017 and without emergency action, Winter Wear and Raingear will be unavailable to employees during inclement weather conditions.
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 a contract for the option to purchase Winter Wear and Raingear with Grainger; to authorize the expenditure of $1.00 to establish the contract from the General Fund; and to declare an emergency. ($1.00).
Body
WHEREAS, the Winter Wear and Raingear UTC will provide employees the necessary apparel for their safety during inclement weather; and
WHEREAS, the Purchasing Office advertised and solicited formal bids on September 21, 2017 and selected Grainger as the overall lowest, responsive, responsible and best bidder, Grainger; 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 an effective option contract 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 Purchasing Office in that it is immediately necessary to authorize the Finance and Management Director to enter into contract with Grainger for the option to purchase Winter Wear and Raingear and because it is a necessity for employees to obtain inclement weather items throughout the City without interruption for their safety and identification and the current contract expires October 31, 2017, thereby preserving the public health, peace, property, safety and welfare; now, therefor,
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 the option to purchase Winter Wear and Raingear in accordance with Request for Quotation RFQ006625 for a term of approximately three (3) years, expiring September 30, 2020, with the option to renew for two (2) additional one (1) year periods, as follows:
Grainger: Grainger Online Catalog which includes: 551, Inc., Alliance Mercantile, Bulwark, Carhartt, Helly Hansen, MCR Safety, ML Kishigo, Occunomix, NASCO, River City, Tingley Rubber, VF Imagewear, Grainger Safety Wear Category; Items 1-74; $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 to pay the cost thereof.
SECTION 3. 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 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.