Explanation
BACKGROUND: For the option to establish two (2) UTC contracts for Moyno Pump Parts for the Division of Sewerage and Drainage, the largest user. The term of the proposed option contracts would be two (2) years, expiring July 31, 2008, with the option to renew for one (1) additional year. The Purchasing Office opened formal bids on April 27, 2006.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation No. SA001971). 9 bids were solicited (MAJ-9), and 3 bids were received: (MAJ-3). One vendor was deemed non-responsive due to failure to return substantial parts of the bid package. The Purchasing Office is recommending award to the lowest, responsive, responsible and best bidder, Westcoast Rotor, Inc. as the primary contract holder, and award to Moyno, Inc., as the secondary contract holder for the purchase of replacement parts that are not offered on the primary contract:
Westcoast Rotor, Inc., MAJ, CC#95-3929147 expires 4/18/07, $1.00
Moyno, Inc., MAJ, CC#31-1605167 expires 6/23/07, $1.00
Total Estimated Annual Expenditure: $125,000.00, Division of Sewerage & Drainage, the largest 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 Universal Term Contract Fund. 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 two (2) contracts for the option to purchase Moyno Pump Parts with Westcoast Rotor, Inc. and Moyno, Inc., to authorize the expenditure of $2.00 to establish the contracts from the Universal Term Contract Fund, and to declare an emergency. ($2.00).
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids on April 27, 2006 and selected the lowest bidder as the primary contract holder, and selected the second lowest, reponsive bid as the secondary contract holder for use only in the event that the primary contract holder cannot supply the parts needed; 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 Moyno Pump Parts used in emergency situations, 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 two (2) contracts for an option to purchase Moyno Pump 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 Moyno Pump Parts in accordance with Solicitation No. SA001957 as follows:
Westcoast Rotor, Inc., Primary Contract, All Items, Amount: $1.00
Moyno, Inc., Secondary Contract, All Items, Amount: $1.00
SECTION 2. That the expenditure of $2.00 is hereby authorized from Universal Term Contract Fund, Organization Level 1: 45-50, Fund: 05-517, Object Level 3: 2270, OCA: 450020, 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.