Explanation
BACKGROUND: This ordinance is for the creation of two Universal Term Contracts for the option to Purchase Plumbing Supplies on an as needed basis by various City departments. The purchase of these items are necessary to maintain the City's facilities and infrastructure. The term of the proposed option contracts would be through March 31, 2015 with the option to extend this contract subject to mutual agreement for One (1) year. The Purchasing Office opened formal bids on February 7, 2013.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation No. SA004765). One Hundred and fifteen (115) bids were solicited: (M1A-6; F1-4;AS1-1). Four (4) bids were received.
The Purchasing Office is recommending award to the lowest, responsive, responsible and best bidders as follows:
Rojen Co. CC#311050677 (expires 2-7-2015)
Westwater Supply Corp.CC#314427980 (expires 10-26-2014)
Worly Plumbing Supply CC#314391479 (expires 2-22-2015 )
Best Plumbing Supply was low bidder in two categories; however their bid was non-responsive as they did not provide the required location for local pick up.
Total Estimated Annual Expenditure: $250,000.00.
These companies are not debarred according to the Federal Excluded Parties Listing or the State Auditor's Findings For Recovery Database.
This ordinance is being submitted as an emergency because the development and evaluation of the bids took longer than anticipated and the current contract expires on March 31, 2013.
FISCAL IMPACT: Funding to establish this option contract is budgeted in the Mail, Print Services and UTC Fund. The Various Divisions 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 contract for the option to Purchase Plumbing Supplies on an as needed basis with Rojen Co., Westwater Supply Corp, and Worly Plumbing Supply, to authorize the expenditure of Three dollars from the Mail, Print Services and UTC Fund, and to declare an emergency. ($3.00)
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids on February 7, 2013 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 the Purchase, of Plumbing Supplies ; and
WHEREAS, these Plumbing Supplies are necessary to allow for the maintenance of City facilities and infrastructure, and
WHEREAS, the contract will be in effect for two (2) years to and including March 31, 2015, with the option to extend for One (1) additional year subject to mutual agreement of both parties; and
WHEREAS, an emergency exists in the usual daily operation of the various City agencies in that it is immediately necessary to enter into a contract for the option to Purchase Plumbing Supplies, 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 to enter into the following contract for the option for the Purchase Plumbing Supplies on an as needed basis for the term ending March 31,, 2015 with the option to extend subject to mutual agreement for One (1) year in accordance with Solicitation No. SA004765 as follows:
Rojen Co.; Categories 5, 8, 10A, 10B, 10C, 10E and 14B Amount $1.00
Westwater Supply Corp; Categories 1, 2, 3, 4, 6, 7, 7A, 9, 10D, 11, 12, 13, 14A, 15, 16, 17, 20, 21, 22 and 23 Amount $1.00
Worly Plumbing Supply; Categories 14 and 18 Amount $1.00
SECTION 2. That the expenditure of $3.00 is hereby authorized from the 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 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 here to, 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.