Explanation
BACKGROUND: For the option to establish three (3) UTC contracts for PVC Pipe, Fittings, Couplings & Storm Drainage Pipe for the Division of Sewerage and Drainage, the primary user. The term of the proposed option contracts would be two (2) years, expiring March 31, 2011, with the option to renew for one (1) additional year.
The Purchasing Office originally opened formal bids on January 15, 2009. The City advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation SA003138). Fifty-three (53) bids were solicited: (M1A-1, F1-2, MBR-1). Five (5) bids were received. As advertised, the bid contained 7 different categories and bid language allowed for award of an entire category with primary and secondary awards to ensure the availability of a back up vendor in the event emergency repairs are necessary. It is recommended that the City waive the competitive bidding procedure to allow for award for Category 1 to Discount Drainage. The vendor did not bid on one item from Category 1 which, in accordance with bid specifications would make them ineligible for award. However, a potential savings of 30% for these items is too significant to not award Discount Drainage the primary award as bid. The remaining bid categories are all to be awarded to the lowest bidders.
The Purchasing Office is recommending award to the lowest, responsible and best bidders as follows:
Discount Drainage Supplies of Columbus, MAJ, CC# 31-1231981 expires 05/15/2010, $1.00, Primary Award Category 1 Items 1-9 only and Category 6 all items, Secondary award Category 3 all items.
Ferguson Waterworks, MAJ, CC# 54-1211771 expires 08/27/10, $1.00, Primary Award Category 3 all items, Secondary Award Category 1 all items, Category 2, Items 11-66 and 68-86, Category 4 all items, Category 5 all items and Category 6 all items.
Site Supply, Inc., MAJ, CC# 31-1350146 expires 3/20/09, $1.00, Primary Award Category 2 Items 11-15, 17-66, 68-86, Category 4 all items, Category 5 all items, Category 7 all items.
Total Estimated Annual Expenditure: $50,000.00, Division of Sewerage and Drainage, the primary user.
The 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, 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: Funding to establish these option contracts is budgeted in the Mail, Print Services and UTC Fund Account. City Agencies will be required to obtain approval to expend from their own appropriations for their estimated annual expenditures.
Title
To authorize and direct the Finance and Management Director to enter into three (3) contracts for the option to purchase PVC Pipe, Fittings, Couplings and Storm Drainage Pipe with Discount Drainage Supplies of Columbus, Ferguson Waterworks and Site Supply, Inc., to authorize the appropriation and expenditure of $3.00 to establish the contracts from the Mail, Print Services and UTC Fund Account, to waive formal competitive bidding requirements, and to declare an emergency. ($3.00).
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids on January 15, 2009 and five (5) bids were received; and
WHEREAS, it is necessary to waive bidding requirements in order to accept a primary award for Category 1, to take advantage of significant savings when the vendor failed to bid all items in the category; 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, in order to maintain a supply of PVC Pipe, Fittings Couplings and Storm Drainage Pipe, 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 enter into a contract for an option to purchase PVC Pipe, Fittings Couplings and Storm Drainage Pipe, 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 and directed to enter into the following contracts for the option to purchase PVC Pipe, Fittings, Couplings and Storm Drainage Pipe in accordance with Solicitation No. SA003138 until 3/31/11 with the option to renew for one (1) additional year, as follows:
Discount Drainage Supplies of Columbus, Primary Award Category 1 Items 1-9 only and Category 6 all items, Secondary award Category 3 all items, Amount $1.00
Ferguson Waterworks, Primary Award Category 3 all items, Secondary Award Category 1 all items, Category 2, Items 11-66 and 68-86, Category 4 all items, Category 5 all items and Category 6 all items, Amount $1.00
Site Supply, Inc., Primary Award Category 2 Items 11-15, 17-66, 68-86, Category 4 all items, Category 5 all items, Category 7 all items, Amount $1.00
SECTION 2. That the expenditure of $3.00 is hereby authorized from Mail, Print Services and UTC Fund Account, Organization Level 1: 45-01, Fund: 05-517, Object Level 3: 2270, OCA: 451130, to pay the cost thereof.
SECTION 3. That in accordance with Section 329.27 of the Columbus City Code, this Council finds the best interest of the City is served by waiving, and does hereby waive Section 329.06 (Formal Competitive Bidding) 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.