Explanation
BACKGROUND: For the option to establish four (4) UTC contracts to purchase Smith & Kennedy Hydrant Parts for the Division of Power and Water, the sole user. The parts will be used by the City's water maintenance crews to repair hydrants throughout the City of Columbus. The term of the proposed option contract is approximately two (2) years, expiring February 28, 2012, with the option to renew for one (1) additional year. The Purchasing Office opened bids on October 15, 2009.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation No. SA003404). Fifty-four (54) bids were solicited: (M1A-0, F1-1, MBR-0). Four (4) bids were received.
Specifications allowed for both primary and secondary awards. The Purchasing Office is recommending award to the lowest, responsive, responsible and best bidders:
Trumbull Industries, Inc., MAJ, CC# 34-0653551 expires 01/14/2010, Primary Award Items 2, 3, 8, 10, 14, 21, 22, 28-31, 33-36, 39, 41-43, 45, 46, 48-54, Secondary Award Items 4-7, 9, 12, 15, 18-20, 23-27, 32, 37, 38, and 44, $1.00
Hydraflo, Inc., MAJ, CC# 76-0138320 expires 10/20/2011, Primary Award Items 1, 10, 11, 13, 16, and 17, Secondary Award Items 2, 3, 14, 21, 22, 39, 42 and 43, $1.00
Ferguson Waterworks, MAJ, CC# 54-1211771 expires 08/27/2010, No Primary Award, Secondary Award Items 1, 11, 13, 16 and 17, $1.00
Site Supply, Inc., MAJ, CC# 31-1350146 expires 02/13/2011, Primary Award Items 4-7, 9, 12, 15, 18-20, 23-27, 32, 37, 38, 40 and 44, Secondary Award Items 28-31, 33-36, and 41, $1.00
There were no bids received on Items 47, 55-57 and Items 8, 40, 45, 46, 48-54 had no secondary bids.
Total Estimated Annual Expenditure: $60,000.00, Division of Water, the sole 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 this option contract 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 four (4) contracts for the option to purchase Smith & Kennedy Hydrant Parts with Trumbull Industries, Inc., Hydraflo, Inc., Ferguson Waterworks and Site Supply, Inc., to authorize the expenditure of $4.00 to establish the contracts from the Mail, Print Services and UTC Fund Account; and to declare an emergency. ($4.00)
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids on October 15, 2009 and selected the lowest, responsive, responsible and best bidders; 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 Smith & Kennedy Hydrant Parts, 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 Smith & Kennedy Hydrant Parts, 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 Smith & Kennedy Hydrant Parts in accordance with Solicitation No. SA003404 for a term of approximately two (2) years, expiring February 28, 2012, with the option to renew for one (1) additional year, as follows:
Trumbull Industries, Inc., Primary Award Items 2, 3, 8, 10, 14, 21, 22, 28-31, 33-36, 39, 41-43, 45, 46, 48-54, Secondary Award Items 4-7, 9, 12, 15, 18-20, 23-27, 32, 37, 38, and 44, Amount $1.00
Hydraflo, Inc., Primary Award Items 1, 10, 11, 13, 16, and 17, Secondary Award Items 2, 3, 14, 21, 22, 39, 42 and 43, Amount $1.00
Ferguson Waterworks, No Primary Award, Secondary Award Items 1, 11, 13, 16 and 17, Amount $1.00
Site Supply, Inc., Primary Award Items 4-7, 9, 12, 15, 18-20, 23-27, 32, 37, 38, 40 and 44, Secondary Award Items 28-31, 33-36, and 41, Amount $1.00
SECTION 2. That the expenditure of $4.00 is hereby authorized from Mail, Print Services and UTC Fund, Organization Level 1: 45-01, Fund: 05-517, Object Level 3: 2270, OCA: 451130, to pay the cost thereof.
SECTION 3. 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.