Explanation
BACKGROUND: For the option to purchase Pole Line Hardware for the Department of Public Utilities, Division of Power And Water (Power), the largest user. Pole Line Hardware is used on new installations and utility pole maintenance throughout the City of Columbus. The term of the proposed option contracts would be through June 30, 2010 with the option to extend two additional one year periods, subject to mutual agreement by both parties, in accordance with formal bid SA003256. Power Line Supply Company bid fixed prices for 2009 on several items for which they were the low bid. For these items, they are recommended for award through the term of 2009 only without the option to extend. The Purchasing Office opened formal bids on May 14, 2009.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation No. SA003256). Thirty-one bids were solicited (MAJ: 31); Six bids were received (MAJ: 6).
The low bid for items 58, 102, and 114 did not meet the bid specifications and award is recommended to the next low bidder.
The low bidder for item 57 is not recommended for award as the administrative costs for establishing the contract would diminish any savings. The next low bidder is recommended for award.
No award will be made for items 38, 41, 115, 166, 241, 246, 48, 250 and 311 as no bids were received for these items. They will be solicited informally as needed.
Power Line Supply Company provided Option B, an alternate bid for some items. These item numbers will have ALT next to the item number when recommended for award.
The Purchasing Office is recommending award of five contracts to the lowest, responsive, responsible and best bidder:
Power Line Supply Company, CC#381783949, exp. 2/01/2010, estimated annual expenditure $100,000.00
Consolidated Electrical Distributors, Inc., CC#770559191, exp. 8/22/2010, estimated annual expenditure $45,000.00
The John A. Becker Company, CC# 310553243, exp. 8/13/2011, estimated annual expenditure $10,000.00
Edison Equipment LLC., CC#311789912, exp. 10/01/2010, estimated annual expenditure $10,000.00
HD Supply Utilities LTD., CC#260100651, exp. 4/16/2011, estimated annual expenditure $35,000.00
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.
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 Mail, Print Services, and UTC Fund. The Public Utilities Department will be required to obtain approval to expend from its own appropriations.
Title
To authorize and direct the Finance and Management Director to enter into five contracts for the option to purchase Pole Line Hardware for the Department of Public Utilities with Power Line Supply Company; Consolidated Electrical Distributors; Inc.; The John A Becker Company; Edison Equipment LLC: and HD Supply Utilities LTD; to authorize the expenditure of $5.00 to establish the contracts from the Mail, Print Services and UTC Fund; and to declare an emergency. ($5.00)
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids on May 14, 2009 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, Division of Power and Water 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 City of Columbus new installations and maintenance of existing utility poles, 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 the 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 contracts for the option to purchase Pole Line Hardware for the term ending June 30, 2010 with the option to extend for two additional one-year periods in accordance with Solicitation No. SA003256 ; to award several items through 2009 only with no option to extend, in accordance with the bid submitted as follows:
Power Line Supply Company Items: 8, 9, 12, 14, 20, 21, 24, 25, 27, 30, 31, 32, 33, 34, 35, 36, 37, 39, 40, 44, 45, 46, 47, 48, 49, 50, 51, 52, 53, 54, 55, 58, 59, 60, 63 Alt, 66 Alt, 67 Alt, 68 Alt, 70 Alt, 71 Alt, 72 Alt, 74 Alt, 81, 84 Alt, 89 Alt, 94,
95 Alt, 97 Alt, 102 Alt, 110, 111 Alt, 116, 121, 123 Alt, 129, 130, 131, 132, 133, 134, 136, 145, 146, 147, 152, 153, 154, 155, 156, 157, 160, 161, 162, 164 Alt, 167, 169, 170, 171, 172, 173, 174, 175, 176, 177, 178, 180, 189, 190, 191, 192, 193, 194, 195, 196, 199, 204, 207, 208, 209, 210, 213, 214, 215, 216, 217, 218, 219, 220, 224 Alt, 225 Alt, 226 Alt, 229 Alt, 230, 231 Alt, 232, 233, 234, 235, 237, 238, 239 Alt, 240 Alt, 242 Alt, 243, 244, 247, 300, 301, 302, 306, 307, 308, 309, 310, 312, 313, and 314. Alt next to the number indicates the award is for items submitted as Option B.
Items to be awarded for the term through 2009: 221, 222, 223, 236, 245, 249, 253, 254, 255, 256, 257, 258, 259, 260, 261, 262, 263, 264, 265, 266, 267, 268, 269, 270, 271, and 276. Amount $1.00
Consolidated Electrical Distributors, Inc. Items: 62, 78, 85, 100, 101, 120, 122, 124, 125, 126, 127, 128, 140, 163, 182, 183, 184, 185, 186, 187, 188, 197, 211, 212, 251, 252, 272, 273, 274, 275, 277, 278, 279, 280, 281, 282, 283, 284, 285, 286, 287, 288, 289, 290, 291, 292, 293, 294, 295, 296, 297, 298, 299, 303, and 304. Amount $1.00.
The John A Becker Company. Items: 57, 64, 65, 75, 76, 82, 91, 92, 93, 96, 98, 99, 103, 104, 105, 106, 107, 108, 109, 112, 113, 114, 117, 118, 119, 148, 150, 165, 198, and 305. Amount $1.00
Edison Equipment LLC. Items: 1, 2, 3, 4, 5, 6, 7, 10, 11, 61, 69, 77, 79, 80, 83, 86, 87, 88, 90, 227 and 228. Amount $1.00
HD Supplies Utilities LTD. Items:13, 15, 16, 17, 18, 19, 22, 23, 26, 28, 29, 42, 43, 56, 135, 137, 138, 139, 141, 142, 143, 144, 149, 151, 158, 159, 168, 179, 181, 200, 201, 202, 203, 205, and 206. Amount $1.00.
SECTION 2. That the expenditure of $5.00 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 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.