Explanation
BACKGROUND: For the option to establish a UTC contract for Water Well Replacement for the Division of Power and Water, the sole user. This contract is necessary in order to be able to immediately respond to an emergency need if it should occur for the repair or replacement of household water supply in the well field area around Parsons Avenue Water Treatment Plant. The term of the proposed option contracts would be approximately two and one-half (2-1/2) years, expiring May 30, 2014, with the option to renew for one (1) additional year.
The Purchasing Office originally opened formal bids on July 21, 2011. The City advertised and solicited competitive bids in accordance with Section 329.06, Solicitation No. SA004034. Forty-eight (48) bids were solicited: (M1A-3, F1-0, MBR-0). Two bids were received, but both bids were non-responsive as they failed to return addendum pages as required. The Division of Power and Water requested the Purchasing Office reject both bids and negotiate with the apparent low bidder on an informal basis. The apparent low bidder made a pricing error on their original bid, providing an estimated job price rather than a price per foot. That has been corrected. It is recommended that the City waive the competitive bidding procedure to allow for award to the overall attempted low bid received from Bapst, Inc. The price negotiated was based on the pricing submitted by Bapst, Inc.
The Purchasing Office is recommending a contract to the following vendor:
Bapst, Inc., MAJ, CC# 31-1427253 expires 08/15/2013, $1.00, All items.
Total Estimated Annual Expenditure unknown, Division of Power and Water, the sole user.
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.
This ordinance is being submitted as an emergency because, without emergency action, there is a possibility that household water supplies in the well field area around the Parsons Avenue Water Treatment Plant could be negatively affected, and this contract would allow an immediate response to such a situation.
FISCAL IMPACT: Funding to establish this 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 the Finance and Management Director to enter into a contract for the option to purchase Water Well Replacement with Bapst, Inc.; to authorize the appropriation and expenditure of $1.00 to establish the contract from the Mail, Print Services and UTC Fund Account; to waive formal competitive bidding provisions of the Columbus City Code; and to declare an emergency. ($1.00).
Body
WHEREAS, this contract is necessary in order to be able to immediately respond to an emergency need if it should occur for the repair or replacement of household water supply in the well field area around Parsons Avenue Water Treatment Plant; and
WHEREAS, the Purchasing Office advertised and solicited formal bids on July 21, 2011 and two attempted bids were received but both deemed non-responsive; and
WHEREAS, it is necessary to waive bidding requirements in order to accept the overall lowest attempted bid received; 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 Water Well Replacement, 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 Water Well Replacement so that home water supplies are safer, 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 to purchase Water Well Replacement in accordance with bid received in response to Solicitation No. SA004034 and negotiated on an informal basis, until May 31, 2014 with the option to renew for one (1) additional year, as follows:
Bapst, Inc., All Items, Amount $1.00
SECTION 2. That the expenditure of $1.00 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 Sections 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.