Explanation
BACKGROUND: This legislation authorizes the Finance and Management Director to establish a Universal Term Contract (UTC) for the option to purchase Overhead Door Parts with All Access Door Systems. The Division of Facilities Management is the primary user for overhead door parts. The overhead door parts and operating accessories will be used for repairs and maintenance of overhead doors. The term of the proposed option contract would be approximately two (2) years, expiring February 28, 2024, with the option to renew for one (1) additional year. The Purchasing Office opened formal bids on November 18, 2021. In addition, the expenditure of $1.00 is hereby authorized from General Budget Reservation BRPO001670.
The Purchasing Office advertised and solicited competitive bids in accordance with the relevant provisions of Section 329 relating to competitive bidding (Request for Quotation No. RFQ020108). One (1) bid was received.
The Purchasing Office is recommending award to the overall responsive, responsible and best bidder as follows:
All Access Door Systems, CC# 025829 expires 04/13/22, Categories 1- 4 (all items), $1.00
Total Estimated Annual Expenditure: $50,000.00, Division of Facilities Management, the primary user
Emergency Designation: The Department of Finance and Management respectfully requests this legislation to be considered an emergency ordinance because overhead door parts and operating accessories are needed to repair and maintain overhead doors at various City agencies.
The 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: The expenditure of $1.00 is hereby authorized from General Budget Reservation BRPO001670. 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 Overhead Door Parts with All Access Door Systems; to authorize the expenditure of $1.00 from General Budget Reservation BRPO001670; and to declare an emergency. ($1.00).
Body
WHEREAS, the Overhead Door Parts UTC will provide for the purchase of overhead door parts and operating accessories used for repairs and maintenance of overhead doors; and
WHEREAS, the Purchasing Office advertised and solicited formal bids on November 18, 2021 and selected the overall responsive, responsible and best bidder; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Finance and Management in that it is necessary to authorize the Finance and Management Director to immediately enter into a Universal Term Contract for the option to purchase Overhead Door Parts so that overhead door parts and operating accessories are needed to repair and maintain overhead doors at various City agencies, 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 is hereby authorized to enter into the following contract for the option to purchase Overhead Door Parts in accordance with Request for Quotation RFQ020108 for a term of approximately two (2) years, expiring February 28, 2024, with the option to renew for one (1) additional year, as follows:
All Access Door Systems, Categories 1- 4 (all items), $1.00
SECTION 2. That the expenditure of $1.00 is hereby authorized from General Budget Reservation BRPO001670 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.