Explanation
BACKGROUND: For the option to purchase Street Light Controllers for the Division of Electricity, the largest user, and to consider the bids based on an informal basis as the original bid was canceled. To waive competitive bidding requirements as time does not permit a re-bid. The term of the proposed option contracts would be three years, through July 31, 2006.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation No. SA001153). The Purchasing Office opened formal bids on June 24 , 2004. All registered supplier in this commodity code were solicited, 85 (MAJ:76, MBE:7, FBE:2) bids were solicited; three (MAJ: 3) bids were received.
None of the bidders responded to all items in the bid. Only one of the three bidders, Graybar Electric, was responsive to all terms and conditions in the bid. General Electric Supply added additional terms to their bid response and Central Systems Corp. omitted the city's terms and conditions from their bid, making them non-responsive bidders. This legislation is being submitted to waive competitive bidding to accept all bids on an informal basis as the original bid was canceled. To make multiple contract awards in order for the Division of Electricity to be able to order all the items listed in the original solicitation, SA001153. The Purchasing Office is recommending award of contracts to the lowest bidders on an informal basis:
Graybar Electric Co., Inc., MAJ, CC#130794380, $5,769.00
General Electric Supply Company, MAJ, CC# 14-0689340, $4,673.75
Central Systems & Controls, MAJ, CC#34-1314768, $31,625.00
Total Estimated Annual Expenditure: $42,067.75.00
Items 5, 21, 63, 65,66 and 67 will not be awarded as none of the bidders provided responses for these items. Items 18, 19 and 31 will not be awarded as alternate bids were submitted and the products may not be equal to what was specified.
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. The companies are not listed on the Auditor of State Findings for Recovery Database. The companies are not listed on the Federal Excluded Parties Listing.
FISCAL IMPACT: Funding to establish this option contract is budgeted in the Purchasing Contract Account. The Division of Electricity will be required to obtain approval to expend from their own appropriations for their estimated annual expenditures.
Title
To authorize and direct the Finance Director to enter into three contracts for the option to purchase Street Light Controllers with Graybar Electric Co., General Electric Supply Company, and Central Systems & Controls, to waive competitive bidding requirements, to authorize the expenditure of three dollars to establish the contracts from the Purchasing/Contract Operation Fund, and to declare an emergency. ($3.00).
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids on June 24, 2004 but canceled the bids because only one of the companies was responsive to all terms and conditions in the bid and the company did not bid all items. In order for the Division of Electricity to be able to purchase all items in a timely manner, the original solicitation, SA001153 was canceled and all bids were considered on an informal basis. As there is not sufficient time to re-bid the items and it is not anticipated that better results will be obtained by re-bidding, this is being submitted to waive competitive bidding and award to the lowest bidders.
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 establish a supply chain as soon as possible for Street Light Controllers, this is being submitted for consideration as an emergency measure; and
WHEREAS, an emergency exists in the usual daily operation of the Division of Electricity in that it is immediately necessary to enter into a contract(s) for an option to purchase Street Light Controllers to keep City streets safe and operating efficiently, 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 Director be and is hereby authorized and directed to enter into the following contract(s) for an option to purchase Street Light Controllers in accordance with Solicitation No. SA001153 as follows:
General Electric Supply, Items: 4, 6, 9, 13, 15, 16, 17, 20, 26, 32, 33, 43, 44, 58, 59, 62 & 64, Amount: $1.00
Graybar Electric Company, Items: 7, 8, 10, 11, 12, 14, 22, 23, 24, 25, 27, 28, 29, 30, 34, 35, 36, 37, 38, 39, 40, 41, 42, 45, 46, 47, 48, 49, 50, 51, 52, 53, 55, 56, 57, 60 & 61, Amount: $1.00
Central Systems & Controls Corp Items: 1, 2, 3, and 54 Amount: $1.00
SECTION 2. That the expenditure of $3.00 is hereby authorized from Purchasing Contract 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 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.