. .Explanation
BACKGROUND: This legislation authorizes the Finance and Management Director to establish a Universal Term Contract (UTC) for the option to purchase Lamps, Bulbs, and Lighting Retro-Fit Kits with W.W. Grainger Inc. Lamps, Bulbs and Lighting Retro-Fit Kits are to be used for replacement of lamps and bulbs and for retro-fit kits to increase energy efficiency in City facilities. The term of the proposed option contract would be approximately three (3) years, expiring June 30, 2028, with the option to renew for one (1) additional year. The Purchasing Office opened formal bids on March 27, 2025. In addition, the expenditure of $1.00 is hereby authorized from General Budget Reservation BRPO003264.
The Purchasing Office advertised and solicited competitive bids in accordance with the relevant provisions of Section 329.18 relating to competitive bidding (Request for Quotation No. RFQ029683). Two (2) bids were received.
Consolidated Electrical Distributors was the lowest bidder on items 1-2, 4-6, 13, 15, 25-27, 31, and 36. However, they were deemed non-responsive because they did not submit the required bid documentation. Award is instead being made to the second bidder, W.W. Grainger Inc., as the overall lowest, responsive, responsible, and best bidder.
The Purchasing Office is recommending award to the overall lowest, responsive, responsible, and best bidder as follows:
W.W. Grainger Inc., CC# CC-007170 Expires 1/17/2026, Items 1-36, $1.00
Total Estimated Annual Expenditure: $ $400,000.00, for various City Agencies
Emergency Designation: The Finance and Management Department respectfully requests this legislation to be considered an emergency ordinance to ensure a reliable supply of lamps, bulbs, and lighting retro-kits are available for use throughout all City facilities, as the current contract expires on June 30, 2025.
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.
FISCAL IMPACT: The expenditure of $1.00 is hereby authorized from General Budget Reservation BRPO003264. City Agencies will be required to obtain approval to expend from their own appropriations for their estimated annual expenditures.
Title
To authorize the Director of the Department of Finance and Management to enter into a Universal Term Contract for the option to purchase Lamps, Bulbs, and Lighting Retro-Fit Kits with W.W. Grainger Inc.; to authorize the expenditure of $1.00; and to declare an emergency. ($1.00).
Body
WHEREAS, the Lamps, Bulbs, and Lighting Retro-Fit Kits UTC will provide for the purchase of Lamps, Bulbs, and Lighting Retro-fit Kits to be used for replacement of lamps and bulbs and for retro-fit kits to increase energy efficiency in City facilities; and,
WHEREAS, the Purchasing Office advertised and solicited formal bids on March 27, 2025, and selected the overall lowest, responsive, responsible, and best bidder; and
WHEREAS, an emergency exists in the usual daily operation of the Department and Finance and other City of Columbus agencies, in that the current contract expires on June 30, 2025. It is necessary to authorize the Finance and Management Director to immediately enter into a Universal Term Contract with W.W. Grainger for the option to purchase Lamps, Bulbs, and Lighting Retro-Fit Kits, for the immediate preservation of the public property, safety, and welfare; NOW, THEREFORE,
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Director of the Department of Finance and Management is hereby authorized to enter into the following Universal Term Contract for the option to purchase Lamps, Bulbs, and Lighting Retro-Fit Kits in accordance with Request for Quotation RFQ029683 for a term of approximately three (3) years, expiring June 30, 2028, with the option to renew for one (1) additional year, as follows:
W.W. Grainger Inc., Items 1-36, $1.00
SECTION 2. That the expenditure of $1.00 is hereby authorized from General Budget Reservation BRPO003264 of this ordinance to pay the cost thereof.
SECTION 3. That the funds necessary to carry out the purpose of this ordinance are hereby deemed appropriated, and the City Auditor shall establish such accounting codes as necessary.
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.