Explanation
BACKGROUND: For the option to purchase Schwing Sludge Cake Pump System Parts for the bigger user, the Division of Sewerage and Drainage. The term of the proposed option contract would be from the date of execution for two (2) years, ending December 31, 2007, with the option to extend for one additional year.
The Purchasing Office solicited 133 vendors for the purchase of Schwing Sludge Cake Pump System Parts (SA001767). Of those solicited, 2 had certified MBE status and 1 had certified FBE status. The formal bid opened October 27, 2005. There were two proposals received (MBE:0; FBE:1).
The proposals were both deemed non-responsive due to one vendor, Columbus Supply, failing to submit a catalog as required in the specifications and one bidder, Schwing America, Inc., submitting additional Terms and Conditions. The Division of Sewerage and Drainage, the largest user, requested that the Purchasing Office negotiate with both vendors on an informal basis to correct deficiencies in both bids. After final bid clarifications were complete, Columbus Supply was deemed the overall lowest bidder on both Catalog Percentage Discount offered, and line items bid. A contract will now be established with Columbus Supply, as they are the lowest and best bid received.
The Purchasing Office is recommending award of a contract to the lowest and best bid:
Columbus Supply, FBE, CC#31-1571445
Estimated Annual Expenditure: $100,000.00
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, 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 Purchasing Contract Account. The Division of Sewerage and Drainage 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 a UTC contract for an option to purchase Schwing Sludge Cake Pump Systems Parts with Columbus Supply, to authorize the expenditure of one dollar to establish the contract from the Purchasing/Contract Operation Fund, to waive formal competitive bidding requirements, and to declare an emergency. ($1.00)
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids on October 27, 2005; and
WHEREAS, both bids were deemed non-responsive and the City considered and negotiated both proposals on an informal basis; and
WHEREAS, after negotiations Columbus Supply was deemed the lowest and best bid received; and
WHEREAS, this ordinance addresses Purchasing objectives 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 avoid a lapse in our ability to purchase Schwing Sludge Cake Pump System Parts, this is being submitted for approval 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 Schwing Sludge Cake Pump System 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 a UTC contract for an option to purchase Schwing Sludge Cake Pump System Parts in accordance with Solicitation No. SA001767, considered informally, as follows: Columbus Supply, all items.
SECTION 2. That the expenditure of $1.00 is hereby authorized from Purchasing Contract Account, Organization Level 1: 45-50, Fund: 05-517, Object Level 3: 2270, OCA: 450020, 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 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.