Explanation
BACKGROUND: For the option to purchase Pole Line Hardware for the Department of Public Utilities, Division of Power and Water. The term of the proposed option contract would be through November 30, 2007. The Purchasing Office opened formal bids on November 9, 2006. The contract may be extended for two additional one year periods, on a year by year basis, subject to mutual agreement by the city and the contractors.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation No. SA002217. Seventeen bids were solicited (MAJ: 17); Eight (MAJ: 6) bids were received.
These companies are not debarred according to the Excluded Parties listing of the Federal Government and are not listed in the Auditor of States database for Findings for Recovery.
The Purchasing Office is recommending award of 4 contracts to the lowest, responsive, responsible and best bidders:
HD Supply Utilities, Ltd. MAJ, CC#260100651, exp. January 11, 2009; $75,000.00
Reed City Power Line Supply. MAJ, CC#381783949, exp. March 2, 2008; $50,000.00
Consolidated Electrical Distributors, MAJ, CC#952563864, exp. February 28, 2008; $15,000.00
Becker Electric, MAJ, CC#310553243,exp. August 18, 2008; $25,000.00
No bids were received on items 7, 8, 9, 10, 21, 28, 29, 43 and 45. These items will be informally bid as needed.
Traffic Parts was low bidder on items 226 and 230 however, the total estimated annual expenditure would be less than $100 and it does not justify the cost for establishing and administering another contract. No award is recommended and these items and they will be solicited informally as needed.
Wesco Aurora was the low bidder on several items and the only bidder on items 46, 211, 227, 228, 238, 258 and 265. They included additional terms and conditions with their bid and were determined to be non-responsive and are not recommended to receive an award. The next low bidder is recommended for award of these items.
Reed City Power Line Supply was the low bidder on item 199, however, due to local vendor credit, HD Supply is recommended for award of this item.
Reed City Power Line Supply and HD Supply Utilities Ltd submitted tie bids on items 30 and 36. Due to local vendor credit, these items are to be awarded to Reed City Power Line Supply.
Becker Electric Co. and HD Supply Utilities Ltd submitted tie bids on items 212, 213, 214, 217 and 218. The award is recommended to Becker Supply due to a shorter delivery time.
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 these option contracts is budgeted in the Purchasing Contract Account. 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 four contracts for the option to purchase Pole Line Hardware with HD Utilities Supply, Ltd; Reed City Supply; Becker Electric Company; and Consolidated Electric to authorize the expenditure of four dollars to establish the contract from the Purchasing/Contract Operation Fund, and to declare an emergency. ($4.00).
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids on November 9, 2006 and selected the lowest, responsive, responsible and best bids; and
WHEREAS, this ordinance addresses the 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 Department of Public Utilities to efficiently maintain its supply chain and service to the public; and
WHEREAS, in order to ensure pole line hardware is supplied without interruption to new and existing public utility/electricity projects, this is being submitted for consideration as an emergency measure; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Public Utilities/Division of Power and Water in that it is immediately necessary to enter into contracts for an option to purchase Pole Line Hardware, 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 contract(s) for an option to purchase Pole Line Hardware in accordance with Solicitation No. SA002217 as follows:
HD Utilities Supply, Ltd. Items: 22, 23, 31, 36, 56, 57-61, 67, 89, 114-120, 126, 128, 129, 130, 134, 136, 141, 142, 151, 152, 153, 154, 158, 161, 166-180, 182, 183, 190-193, 198-199, 204, and 205. Amount: $1.00
Reed City Supply. Items: 1 - 6, 11-20, 24-27, 32-35, 37-42, 44, 47, 48, 49, 52, 53, 54, 55, 75, 79, 84, 94, 104, 121-125, 127, 137-139, 144-147, 149, 150, 155-157, 159, 181, 184, 186 -189,195-197, 200-203, 206, 207, 209, 215, 216, 220-222, 224, 252-254, 260, 261, 262 and 263. Amount $1.00.
Becker Electric Company: Items: 50, 51, 62, 64, 66, 68-71, 73, 74, 76, 77, 80, 82, 83, 85-88, 90-93, 95-100, 105, 107, 110, 111, 131-133, 135, 140, 143, 148, 162-165, 185, 194, 208, 210, 212-214, 217-219, 223, 225, 229, 248, 257, 259 and 264. Amount $1.00.
Consolidated Electric. Items: 63, 65, 72, 78, 81, 101, 102, 103, 106, 108, 109, 112, 113, 160, 231-237, 239-247, 249, 250, 255, and 256. Amount $1.00.
SECTION 2. Items 7, 8, 9, 10, 21, 28, 29, 43 and 45 will not be awarded as bids were not received for these items. Items 46, 211, 227, 228, 238, 258 and 265 will not be awarded as no responsive bid was received for these items. Only one bidder bid Items 226 and 230 but annual expenditures do not justify the additional administrative costs for issuing a contract for these items so these items will not be awarded.
SECTION 3. That the expenditure of $4.00 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 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.